Sotheby's - Senior Shipping Coordinator, Maternity Cover
Requirements
• Strong knowledge of international logistics, including packing methods, transportation, customs procedures, and regulatory compliance • Demonstrated understanding of import/export controls, licensing (e.g. CITES), and VAT/duty considerations • Highly organised with strong prioritisation and time management skills • Proactive, solutions-focused approach with the ability to work in a fast-paced, deadline-driven environment • Excellent client service skills, with the ability to remain composed under pressure • Strong communication skills, with the ability to engage effectively at all levels of the organisation • Ability to work both independently and collaboratively • Quick learner with the ability to apply knowledge effectively • Experience in fine art logistics is highly desirable • Experience with SAP (including customs or logistics modules) is advantageous • Additional language skills are beneficial • To view our Candidate Privacy Notice for the US, please click here. • Candidate Privacy Notice • click here • To view our Candidate Privacy Notice for the UK, Hong Kong, France and Switzerland, please click here. • click here
Responsibilities
• Inbound, Domestic and Transfer Shipments • Arrange all inbound shipments and associated logistics requirements in a timely and cost-effective manner • Manage and resolve all enquiries relating to inbound and domestic shipments through to successful conclusion • Monitor and action shipping quote requests within agreed timeframes • Support the management of the Shipping Imports inbox, ensuring all communications are actioned appropriately • Obtain and evaluate quotes from approved shipping partners and service providers, selecting the most suitable option based on cost, service, and compliance • Assess shipment requirements (including packing specifications) and ensure accurate system entry and validation • Classify goods appropriately, including the allocation of tariff and customs procedure codes • Ensure the correct import methodology is applied for all international shipments • Prepare and submit CITES licence applications, where applicable • Prepare and submit Cultural Export applications, where applicable • Advise clients on retrospective customs entry requirements, ensuring risks and obligations are clearly communicated and managed • Liaise with HM Revenue and Customs and customs brokers, issuing clearance instructions where required • For accepted pre-sale consignments shipped under Sotheby’s account, coordinate with vendors to arrange packing, transport, security, and shipping instructions • Proactively monitor shipment progress, identifying and resolving issues while keeping all stakeholders informed • Ensure all shipments comply with relevant legal, regulatory, and internal requirements • Coordinate with Shipping teams across global selling locations to facilitate efficient transfers • Identify opportunities for shipment consolidation to optimise cost and efficiency • Maintain accurate and complete documentation for all inbound and transfer activity • Conduct pre-sale VAT checks for allocated sales • RTC (Request to Collect) Support • Manage and respond to RTC shipping quote requests, ensuring accurate and timely pricing is provided to clients and internal stakeholders • Liaise with shipping partners to obtain competitive and compliant quotations for collection, packing, and transport • Assess logistical requirements, including regulatory, customs, and licensing considerations, prior to issuing quotes • Ensure all RTC quotes are clearly communicated, commercially accurate, and aligned with client expectations • Submit Cultural Export Licence applications and follow up as required • Monitor the status of RTC requests through to acceptance, ensuring smooth transition into execution where applicable • Collaborate with Pre-Sale Coordinators and Client Accounts Receivable to ensure consistency and efficiency in the RTC process • Travelling Exhibitions (TRAVEX) • Partner with Pre-Sale Administrators to manage exhibition timelines and ensure all deadlines are met • Prepare and maintain exhibition property lists, ensuring accuracy and timely distribution • Liaise with Risk teams to ensure appropriate security and insurance measures are in place • Coordinate logistics planning, including schedules, transport arrangements, and documentation pre-alerts • Prepare ATA Carnets and track documentation to meet exhibition deadlines • Prepare all export documentation, including commercial invoices, packing lists, letters of instruction and relevant licences • Coordinate with Galleries & Logistics teams regarding packing, installation, storage, and technical requirements • Collaborate closely with the wider Service Operations team to deliver a consistent and high-quality client experience • Arrange hand-carry shipments, including customs support, security escorts, and documentation • Maintain accurate and timely document management (scanning, filing, and record keeping) • Raise and manage purchase orders, ensuring invoices are processed efficiently • Provide input on vendor performance, supporting service level management and KPI tracking • Ensure full compliance with all import/export regulations, internal policies, and audit requirements
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