Bids Coordinator

THE ROLE

The Bids Coordinator is a member of Sotheby’s Global Bids team, supporting the effective management of bidder registration and bidding activity across Sotheby’s auctions.
The role is responsible for helping clients and internal teams navigate the bidding process, ensuring bidder accounts are appropriately established and maintained, and supporting the accurate and timely processing of bid-related requests.  Alongside core Bids responsibilities, the Coordinator will take ownership of a number of client account management activities previously supported by Data Operations. These responsibilities focus on maintaining clean, accurate and well-organized client records, resolving routine account issues, and ensuring information within Sotheby’s systems is complete and usable. The successful candidate will be highly organized, detail-oriented and service-minded, with the ability to manage multiple priorities in a fast-paced auction environment. Over time, these client account management and data hygiene responsibilities are expected to become increasingly integrated into the standard ways of working across the Global Bids team.

RESPONSIBILITIES

Bid Management & Registration

●    Support the end-to-end bidder registration process across Sotheby’s auctions, ensuring requests are handled accurately and within established service levels.
●    Review bidder accounts and registration requests to ensure required information is complete and appropriately recorded before bidding.
●    Process and manage bid-related requests, working closely with clients and internal stakeholders to resolve questions or issues in advance of sale deadlines.
●    Support the Bids team during peak auction periods, including high-volume registration activity and other time-sensitive sale requirements.
●    Identify and escalate registration, account, compliance or bidding issues requiring additional review.
●    Provide clear and timely guidance to colleagues and clients on bidding processes, requirements and account status.
●    Work collaboratively with Bids colleagues globally to provide consistent coverage and support across regions and sales.

Client Account Management & Data Hygiene

●    Create, maintain and update prospective and established client accounts in Sotheby’s systems as part of the bidder registration and account management process.
●    Ensure client account information is accurate, complete, well-organized and maintained in accordance with established business rules.
●    Identify and resolve routine account issues, including duplicate records, incomplete information and inconsistencies between client records.
●    Perform regular account hygiene and reconciliation activities to improve the accuracy and usability of client information.
●    Maintain appropriate documentation and audit trails for material client account changes.
●    Support routine client account and data-related enquiries from Bids and other internal stakeholders.
●    Partner with Operations, Client Strategy, Relationship Managers and other teams to resolve account issues where additional information or action is required.

Compliance & Account Readiness

●    Follow Sotheby’s established KYC, AML and client account procedures.
●    Ensure required client information and documentation relevant to bidder registration is appropriately gathered, reviewed and recorded.
●    Work with Compliance and other stakeholders to resolve account requirements that could prevent or delay a client from bidding.
●    Help ensure client accounts are appropriately prepared ahead of key sale and registration deadlines.

Process Improvement & Team Development

●    Identify recurring registration or client account issues and recommend practical improvements to workflows, systems and procedures.
●    Support testing and implementation of enhancements to Bids and client account management tools and processes.
●    Maintain clear documentation and standard operating procedures for core activities.
●    Contribute to the development of consistent global ways of working across the Bids team.
●    Support the continued integration of routine client account management and data hygiene activities into the broader responsibilities of the Global Bids organization.

IDEAL SKILLS & COMPETENCIES

●    2+ years of experience in client service, auction operations, bids, business operations, account management or a similar environment.
●    Exceptional attention to detail and accuracy.
●    Strong organizational skills and the ability to manage multiple priorities and deadlines.
●    Excellent written and verbal communication skills, with a strong client-service mindset.
●    Comfortable working with CRM, client account, ticketing or similar business systems.
●    Ability to review information critically, identify inconsistencies and resolve routine account issues.
●    Strong judgment and ability to escalate issues appropriately.
●    Ability to work effectively across global teams and with a broad range of internal stakeholders.
●    Comfortable working in a fast-paced environment with changing priorities, particularly around major auction periods.
●    Experience with KYC, AML or other client onboarding processes is an advantage.
●    Microsoft Excel proficiency is preferred.
●    Foreign language skills are a plus.