Private Sales Coordinator, Paris

The primary function of the Private Sale Coordinator is to administrate and coordinate Private Sale exhibitions and initiatives, client activity and to provide administrative support to Private sales transactions across Paris mainly in the 20th/21st Departments, with flexibility to cover Classics, Luxury and World Art Clusters if needed. This role is client facing, working directly with the Specialists and the Business Managers on all aspects of client relationships, business development and coordination of private sales.

The Coordinator will also be responsible for administratively supporting exhibitions function, processing invoices, updating spreadsheets and viewing room lists.

Private Sale Coordination in Paris:
- Oversee the process for private sale transactions; key contact to arrange property pick-up, security, generate contracts, invoices and other relevant documentation. Liaise with private sales Service Centre, legal, insurance, accounts and shipping.- Possess detailed knowledge of the correct principles to Christie’s private sales.- Draft contracts and coordinate amendments using Contract Express with BSG support.- Help to define and instill best practices within the department and across France Region.- Oversee due diligence.- Liaise with VAT experts and Private Sales Service Centre on VAT, Droit de suite, Taxe Forfaitaire and other enquiries on behalf of the specialists.- Require French CBC and export licenses when needed.- For specific departments, liaise with Restitution team and be trained on processes.- Keep oversight of movement of private sales property.- Completion of forms for invoicing with the team as required.- Organize client sale viewings liaising with the specialists; understand which spaces are available, and liaise with specialists, operations and client services team to ensure exceptional client experience.- Prepare materials for Weekly Private Sale Meetings.- Update Christie’s website via Canvas.

Exhibition Coordination in Paris (Duties include but are not limited to the following):
- Find creative solutions for exhibition and presentation displays.- Liaise and communicate with the Exhibition team, the Specialists, and the Operation Team regarding the layouts and installations.- Liaise with Marketing and make sure Christie’s website is updated with exhibition information.- Follow the implemented timelines regarding exhibition requirements, property lists, and install schedules.- Maintain daily administrative tasks related to contracts, shipping, purchase order processing, and scheduling.- Liaise with outside vendors, contractors, and suppliers for exhibition design related projects.- Other duties as assigned by manager.

Financial / Data / Accounting coordination:
- Maintain and update regional private sale runner.- Oversee tracking of payments of sold works and collection of paid works, track extended payment terms.

Data & Client Intelligence Management:
- Liaise closely with Departments Object Intelligence and Client Strategy Team.

Process:
- Follow correct processes and procedures as outlined by business management.

Additional Responsibilities:
- Work closely, efficiently and effectively with specialist departments including international and regional offices, support departments, external organizations, individuals and institutions.- Other duties and projects as assigned by Specialist Heads of Private Sales & Business Management Team.

QUALIFICATION REQUIREMENTS:
- Bachelor’s degree preferred, or a minimum of 2 years relevant work experience in auction, gallery or similar environment. Knowledge of art history a plus.- Knowledge of E-mail, Spreadsheets, Word Processing and Presentation software (Microsoft Office Suite preferred)- Superior client service skills and extreme discretion with confidential and sensitive information.- Excellent oral and written communication skills.- Flexible team player with initiative.- Excellent organization skills and attention to detail.- Demonstrated ability to multi-task, prioritize and ability to remain calm in stressful situations.- Works well in a fast paced environment, while maintaining a professional demeanor.- Strong follow-up skills and ability to manage projects with attention to detail.

EXPERIENCE REQUIREMENT:
- Knowledge of Christie’s systems- Strong coordination experience- Interest in Art

TOOLS & EQUIPMENT USED:
Basic office equipment including personal computer, copy machine, fax machine, scanner, office supplies, digital camera.