Private Sales and Department Coordinator, Impressionist & Modern Art

Christie's•New York, NY

4d•$54,000 - $57,000

About The Position

Private Sales and Department Coordinator, Impressionist & Modern Art The Company Christie’s, the world’s largest Art Business, is an incredibly exciting & enriching place to start or continue your career. Whether you work within one of our Specialist Art Departments, or in one of our more Operational teams, we are all working together with one common goal in mind: to continue the success of this 250 year old company, steeped in history, bringing fresh ideas whilst not forgetting our shared values; Integrity, Excellence, Innovation, Responsibility & Relationships. Colleagues across all departments are truly passionate about what they do and it is inspiring to work with industry leaders across our business. Why This Role Matters The Private Sales Coordinator oversees the entire administrative process for Private Sales transactions in the Americas within the Impressionist & Modern department. The duties are varied, and may follow the cycle of the department’s annual auction schedule as well as certain duties to support overall department activity. Responsibilities include generating sale contracts and invoices, liaising with legal, insurance, shipping, and accounting departments as well as senior level staff to facilitate smooth private sale transactions and communication. This role reports directly to the Private Sales Business Manager, 20th and 21st Century Art and will receive supervision by the Private Sales Regional Managing Director, 20th and 21st Century Art. How You'll Make an Impact Oversee the entire process of private sales transactions: arrange property pick-up, ensure appropriate security arrangements as needed; generate contracts, invoices and other relevant documentation; liaise with private sale service center, legal, insurance, client accounting, and shipping. Coordinate scheduling of inbound and outbound shipping with Operations and Art Transport; track the receipt, registration and dispersal of works of art; coordinate all temporary releases from a paperwork and processes perspective. Organize private sale viewings for clients, liaising with specialists, gallery operations, art handlers and client services team to ensure exceptional client experience. Send out fact sheets and artwork information for purposes of offering, as needed (working with the Private Sales Specialists) Coordinate logistics for all Private Sale hangs during New York auction weeks, as well as all Imp/Mod Private Selling exhibitions in the Americas Data/Financials Maintain and consistently update the Private Sales Runner with detailed information including, but not limited to, itemized charges and costs, contract dates, net to vendor, introductory commission deals, client information, and work’s locations. Prepare Runner ahead of weekly reviews. Supporting the Private Sales Business Team, coordinate complex and international financial deals; prepare deals for approval and sign off by Americas Business Team as appropriate; draft consignment contracts and coordinate amendments with the Legal team; complete invoice request forms and other documents necessary for invoicing. Oversee tracking of payments of sold works, collection of paid works, remittance to sellers, and track extended payment terms for Private Sale works. As required, take minutes during Global Private Sales meetings and distribute these to the Private Sales team. Communication Be an ambassador of Private Sales for the wider Imp/Mod cluster; possess detailed knowledge of the correct principles and processes within Christie’s Private Sales; answer questions regarding private sales processes and transactions for business-getters and clients. Work closely, efficiently and effectively with other specialist and client advisory departments, including international and regional offices, external organizations, individuals and institutions. Manage expectations for the client directly or for the client’s specialist contact by following up on consignments in tandem with Private Sale Specialists. Keep consigning colleagues informed of all stages of the private sales process from pick up to settlements including estimate updates, contract extensions, payment terms, charges, and shipment. Partner with the EMEA Imp/Mod Private Sales Coordinator to streamline best practices and stay updated on the global Imp/Mod Private Sales inventory Prepare Private Sale slides for weekly Imp/Mod Department meetings and weekly Imp/Mod Private Sales Global meetings. Due Diligence & Risk Oversee due diligence and escalate issues as they arise. Work with the Private Sales Catalogers to ensure that all incoming and outgoing works of art have condition reports and that due diligence checks are carried out by relevant specialists and cataloguers Understand and enforce the private sales process and procedures that are in place to mitigate Christie’s corporate risk, such as KYC and anti-money laundering protections. Department Responsibilities Assist the Global Head-Private Sales & Co-Chairman-Impressionist & Modern Art with managing business getting and client relationships through comprehensive administrative support Manage client relationships including meeting arrangements, mailings, correspondence and actions point for follow-up Maintain calendar and scheduling, including travel arrangements and appointment reminders. Reconcile Amex and expense reports. Receive incoming phone calls, answering questions in a polite and professional manner Be available to work view weekends as requested by the Private Sales Team, especially around Imp/Mod auction views. Other duties and projects as assigned by Private Sales Business Team & Private Sale Specialists.

Requirements

Bachelor’s degree preferred, and a minimum of 1 year relevant work experience in auction, gallery or similar environment
Strong Project management skills including ability to multi-task, prioritize, and manage multiple processes
Ability to work well in a fast-paced environment, while maintaining a professional demeanor and remain calm in stressful situations
Meticulous attention to detail and strong follow-up skills
Exceptional client service skills including superior verbal and written communication skills
Demonstrated ability to work collaboratively with multiple functional teams
Demonstrated ability to work independently and as part of a team
A passion for the art world, and knowledge or interest in learning auction process.
Strong knowledge of Microsoft Word, Excel, and PowerPoint
Strong knowledge or ability to learn Christie’s systems, such as JDE, COS, and Canvas

Responsibilities

Oversee the entire process of private sales transactions: arrange property pick-up, ensure appropriate security arrangements as needed; generate contracts, invoices and other relevant documentation; liaise with private sale service center, legal, insurance, client accounting, and shipping.
Coordinate scheduling of inbound and outbound shipping with Operations and Art Transport; track the receipt, registration and dispersal of works of art; coordinate all temporary releases from a paperwork and processes perspective.
Organize private sale viewings for clients, liaising with specialists, gallery operations, art handlers and client services team to ensure exceptional client experience.
Send out fact sheets and artwork information for purposes of offering, as needed (working with the Private Sales Specialists)
Coordinate logistics for all Private Sale hangs during New York auction weeks, as well as all Imp/Mod Private Selling exhibitions in the Americas
Maintain and consistently update the Private Sales Runner with detailed information including, but not limited to, itemized charges and costs, contract dates, net to vendor, introductory commission deals, client information, and work’s locations.
Prepare Runner ahead of weekly reviews.
Supporting the Private Sales Business Team, coordinate complex and international financial deals; prepare deals for approval and sign off by Americas Business Team as appropriate; draft consignment contracts and coordinate amendments with the Legal team; complete invoice request forms and other documents necessary for invoicing.
Oversee tracking of payments of sold works, collection of paid works, remittance to sellers, and track extended payment terms for Private Sale works.
As required, take minutes during Global Private Sales meetings and distribute these to the Private Sales team.
Be an ambassador of Private Sales for the wider Imp/Mod cluster; possess detailed knowledge of the correct principles and processes within Christie’s Private Sales; answer questions regarding private sales processes and transactions for business-getters and clients.
Work closely, efficiently and effectively with other specialist and client advisory departments, including international and regional offices, external organizations, individuals and institutions.
Manage expectations for the client directly or for the client’s specialist contact by following up on consignments in tandem with Private Sale Specialists.
Keep consigning colleagues informed of all stages of the private sales process from pick up to settlements including estimate updates, contract extensions, payment terms, charges, and shipment.
Partner with the EMEA Imp/Mod Private Sales Coordinator to streamline best practices and stay updated on the global Imp/Mod Private Sales inventory
Prepare Private Sale slides for weekly Imp/Mod Department meetings and weekly Imp/Mod Private Sales Global meetings.
Oversee due diligence and escalate issues as they arise.
Work with the Private Sales Catalogers to ensure that all incoming and outgoing works of art have condition reports and that due diligence checks are carried out by relevant specialists and cataloguers
Understand and enforce the private sales process and procedures that are in place to mitigate Christie’s corporate risk, such as KYC and anti-money laundering protections.
Assist the Global Head-Private Sales & Co-Chairman-Impressionist & Modern Art with managing business getting and client relationships through comprehensive administrative support
Manage client relationships including meeting arrangements, mailings, correspondence and actions point for follow-up
Maintain calendar and scheduling, including travel arrangements and appointment reminders.
Reconcile Amex and expense reports.
Receive incoming phone calls, answering questions in a polite and professional manner
Be available to work view weekends as requested by the Private Sales Team, especially around Imp/Mod auction views.
Other duties and projects as assigned by Private Sales Business Team & Private Sale Specialists.

Benefits

Comprehensive Medical, Dental and Vision care plans for employees and dependents (On average, Christie’s pays 80% of total premiums)
401(k) Savings Plan – Christie’s provides a matching contribution up to 5% (subject to IRS limits)
Life Insurance - 3x base salary up to $400k (100% paid by Christie’s)
Disability Insurance (100% paid by Christie’s)
Generous time-off and leave policies; including 100% Paid Family Leave up to 16 weeks.
Fitness Reimbursement Program: reimbursement of eligible fitness fees and memberships up to $600 per year
Annual Discretionary Performance Bonus Plan
Commuter Benefits - Pre-tax money towards your daily commute with a Christie’s contribution of $21 per month
Back Up Child & Elder Care – up to 10 days of back-up Child or Elder Care through Bright Horizons
CSR (Corporate Social Responsibility) Day- Each employee receives one paid day per year to dedicate their time to a charity of their choice.
Perks and Discounts through Zo and Plum Benefits