Temporary Production Coordinator

THE ROLE

The position of Production Coordinator involves the production of accurate valuation documents for clients and their professional advisors, supporting a Valuations Manager, and reporting to the Head of Production.

RESPONSIBILITIES

• Supporting the Head of Department, Head of Production, Valuations Managers and Specialist Departments as required
• Logging and dealing with all valuation enquiries, directing them as appropriate
• Co-ordinating the receipt of work from experts, typing, processing and formatting work, extensive proof reading, issuing invoices, ensuring valuations are produced to the highest standard of accuracy and in a timely manner, meeting demanding deadlines
• Creating spreadsheets and providing data analysis when required
• Arranging valuation visits, booking travel as and when required, ensuring the team receives the brief and working notes in good time
• Accompanying Valuations Managers on client visits, as and when required
• Creating bespoke valuations at the Managers’ request
• Liaising closely with specialist departments, Client Development, Tax & Heritage, Proposals, and the wider Business Development division, sharing relevant information regarding clients, their collections, and combined projects
• Maintaining and updating all valuation databases, spreadsheets, priority lists, keeping extensive data records current
• Coordinating diaries and all associated valuation paperwork for internal meetings such as live reviews, taking notes, writing up memos and maintaining organised files
• Maintaining complete client confidentiality at all times, adhering to GDPR requirements, and all internal compliance surrounding clients and their personal information
• Providing excellent levels of client service in line with corporate standards, acting as an ambassador for Sotheby’s in both manner and appearance

IDEAL EXPERIENCE & COMPETENCIES

• A minimum of 2 years’ practical administrative experience at an international auction house is required
• Have a background in art history, or an interest and willingness to learn about fine and decorative art
• Educated to graduate standard, ideally with a BA or MA in the History of Art
• Be computer literate (MS Excel, Word and Power Point; Photoshop desirable), advanced Excel skills are essential
• Practical knowledge of the Sotheby’s valuation system would be an advantage
• Knowledge of Sotheby’s services, corporate culture and departments is essential
• Good photography skills
• Fluent English (oral and written) is essential, a second European language would be an advantage
• Ability to communicate professionally and confidently, both verbally and in writing
• Possess excellent client service skills (diplomacy, sensitivity, maturity, self-assurance and discretion)
• Have an organised and methodical approach to work and high attention to detail
• Ability to work under pressure, coordinate a busy schedule and prioritise workload, meeting tight deadlines
• Be self-motivated and able to work effectively alone using own initiative, as well as part of a team
• Possess commercial awareness and business acumen, along with demonstrable numerical and analytical skills
• Be a resourceful problem solver, utilising resources and information effectively
• Flexible approach to working hours