Shipping Coordinator

THE ROLE

Provide integrated Shipping expertise and exceptional service to both clients and members of staff across Pre-Sale and Post-Sale operations, ensuring the timely, secure and cost-effective movement of luxury goods and rarities in compliance with applicable laws and regulations. Liaise with vendors to procure and coordinate domestic and international logistics services, managing incoming consignments, outgoing shipments and Post-Sale client requirements to ensure a seamless client experience.

 RESPONSIBILITIES

• Arrange shipping and associated logistics requirements for all property.
• Work closely with the Pre Sale and Post Sale colleagues to deliver an integrated, consistent and exceptional client experience.
• Monitor and execute quote requests in a timely manner in line with established service levels.
• Act as a direct point of contact for buyers following Sotheby’s auctions, handling Post-Sale shipping enquiries, requests and follow-ups by phone and email.
• Manage the end-to-end Post-Sale shipping process for purchased lots, from the initial client enquiry and quotation through collection, export, communication, tracking and final delivery.
• Respond to and resolve to successful conclusion shipping and logistics enquiries and issues.
• Obtain quotes from shippers and other related service providers for shipments and select the most suitable option for our internal and external clients.
• Assess and verify the requirements of a proposed shipment, including method of transport, packing, etc., and enter or validate this information in the system.
• Apply for CITES license applications or other license applicable, as appropriate.
• For all accepted client offers, where the shipment is arranged by Sotheby’s, and approved transfers contact vendors and issue instructions for packing, local transportation, shipping and security.
• Determine and apply appropriate customs tariff classifications for internationally traded property.
• Monitor the progress of shipments, conferring with vendors to troubleshoot and rectify problems in a timely manner and ensuring that interested parties are apprised of the status of the shipment.
• Liaise with Manager to provide input on shippers’ performance and maintenance of service level requirements and KPIs.
• Ship in compliance with all applicable laws and regulations.
• Determine where consolidation of property can occur and arrange consolidated shipments to maximize efficiency and minimize cost.
• Maintain and scan all required documentation associated with shipments in accordance with department procedures.
• Prepare customs documents and submit to the appropriate regulatory bodies or shippers, ensuring the accuracy of the information and its timely submission.
• Coordinate and execute interoffice transfers to international offices and generate pre-alerts to Shipping Coordinators in those offices to ensure an efficient delivery of property

 IDEAL EXPERIENCE & COMPETENCIES

• Bachelor’s degree with 2-3 years in international shipping
• Fluency in English and French is mandatory
• Strong knowledge of international shipping and logistics, including import/export procedures, customs regulations, transportation methods and current packing methods.
• Action oriented with skills and aptitude to excel in a fast paced client-focused and deadline-driven environment
• Proactive communicator and solution oriented
• Comfortable speaking with clients and clients facing teams
• Excellent client service skills; ability to remain calm in pressure situations
• Ability to learn quickly and apply knowledge
• Excellent communication and interpersonal skills; demonstrated ability to communicate with all organizational levels
• Ability to work both independently and as a team member to complete the task at hand
• Strong organizational skills to set priorities, multi task and meet deadlines
• Experience in fine art, luxury goods or high-value shipping is an advantage, alongside additional language skills.
•  Prior experience with SAP is an advantage
• Flexibility to work overtime and weekend hours when necessary is required