Shipping Coordinator

THE ROLE

Provide integrated expertise and exceptional service for both clients and members of staff for all logistics-related activities to ensure the timely and cost-effective delivery of property in compliance with all associated laws and regulations.  Liaise with vendors to procure and coordinate logistics services to enable the movement of fine art and rarities to and from Sotheby’s, both domestically and internationally.

 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.
• 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.
• Allocate tariffs to property imported or exported internationally.
• 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 3-5+ years in shipping roles in both Germany and Switzerland
• Deep expertise in shipping and strong knowledge of logistics, including customs purposes, current packing methods, transportation methods and regulatory compliance
• Fluency in English, and German is mandatory, French would be a strong advantage as the role will cover Switzerland & Germany, plus any other countries
• Prior experience with SAP is required
• 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 client 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
• Prior experience with fine art shipping is desirable as is foreign language(s)
• Flexibility to work overtime and weekend hours when necessary is required