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- Tasks: Coordinate international artwork shipments and manage logistics from start to finish.
- Company: Prestigious art logistics company based in London.
- Benefits: Competitive salary, dynamic work environment, and opportunities for professional growth.
- Why this job: Join a creative team and play a key role in delivering high-value artworks.
- Qualifications: Experience in logistics or operations, strong communication skills, and attention to detail.
- Other info: Fast-paced role with multiple projects and great career advancement potential.
The predicted salary is between 36000 - 60000 £ per year.
Job Description
Job Specification: Operations Administrator – Shipping
Department:
Operations
Location:
Central London
Reports to:
Head of Shipping
Role Overview:
The Operations Administrator – Shipping is responsible for coordinating and executing all aspects of international artwork shipments. This includes liaising with internal teams, external logistics providers, and clients to ensure timely, secure, and compliant delivery and installation of high-value artworks.
Key Responsibilities:
Shipping Coordination
– Manage end-to-end logistics for artwork shipments, including crating, customs documentation, and delivery scheduling.
– Liaise with fine art logistics companies to obtain quotes, confirm schedules, and coordinate delivery and installation timelines.
– Evaluate and compare options based on cost, timing, and client requirements.
Documentation & Compliance
– Prepare and review commercial invoices, customs declarations, and shipping manifests for international shipments.
– Ensure all documentation complies with customs regulations and internal audit standards.
– Track and manage temporary import/export (TR) timelines and extensions for artworks on loan or return.
Client & Internal Communication
– Collaborate with client services, post-sale, and sales teams to confirm delivery details, payment responsibilities, and installation requirements.
– Communicate proactively with clients regarding shipment status, delivery windows, and customs procedures.
– Respond to internal queries and coordinate with warehouse and studio teams for collections and returns.
Project Management
– Maintain oversight of multiple concurrent shipping projects, ensuring deadlines are met and issues are escalated appropriately.
– Participate in regular shipping team meetings to update on project status and resolve operational challenges.
Skills & Experience Required:
– Proven experience in logistics or operations within a fine art, luxury goods, or high-value asset environment.
– Strong understanding of international shipping regulations and customs processes
– great communication skills, with the ability to manage multiple shipments
– Detail-oriented with strong organizational and time management abilities.
– Proficiency in Microsoft Office and logistics platforms; familiarity with SharePoint and Teams preferred.
Please note that applicants must have the right to work in the UK in order to be considered for the role, and we cannot offer sponsorship for this role.
Due to the volume of applications we receive, if you do not hear back within one week of your application, please assume that it has been unsuccessful. Thank you.
Operations Administrator - Shipping employer: Halcyon
Contact Detail:
Halcyon Recruiting Team
StudySmarter Expert Advice 🤫
We think this is how you could land Operations Administrator - Shipping
✨Tip Number 1
Network like a pro! Reach out to people in the fine art and logistics sectors. Attend events, join online forums, or even connect on LinkedIn. You never know who might have the inside scoop on job openings!
✨Tip Number 2
Show off your skills! When you get the chance to chat with potential employers, highlight your experience in managing shipping logistics and compliance. Use specific examples to demonstrate how you've tackled challenges in the past.
✨Tip Number 3
Be proactive! If you see a role that fits, don’t just wait for the application process to open. Reach out directly to the company through our website and express your interest. A little initiative can go a long way!
✨Tip Number 4
Prepare for interviews by brushing up on international shipping regulations and customs processes. Be ready to discuss how you manage multiple projects and communicate effectively with clients and teams. Confidence is key!
We think you need these skills to ace Operations Administrator - Shipping
Some tips for your application 🫡
Tailor Your CV: Make sure your CV highlights your experience in logistics and operations, especially in fine art or high-value assets. We want to see how your skills match the role, so don’t be shy about showcasing relevant projects!
Craft a Compelling Cover Letter: Your cover letter is your chance to shine! Use it to explain why you’re passionate about shipping and how your background makes you a perfect fit for our team. Keep it concise but engaging – we love a good story!
Show Off Your Communication Skills: Since this role involves liaising with various teams and clients, make sure to highlight your communication skills in your application. We want to know how you handle client queries and keep everyone in the loop!
Apply Through Our Website: We encourage you to apply directly through our website. It’s the best way to ensure your application gets into the right hands. Plus, it shows us you’re keen on joining our team at StudySmarter!
How to prepare for a job interview at Halcyon
✨Know Your Shipping Inside Out
Make sure you brush up on international shipping regulations and customs processes. Being able to discuss these confidently will show that you understand the complexities of the role and can handle the responsibilities that come with it.
✨Showcase Your Communication Skills
Since this role involves liaising with various teams and clients, practice articulating your thoughts clearly. Prepare examples of how you've effectively communicated in past roles, especially in high-pressure situations or when managing multiple shipments.
✨Demonstrate Your Organisational Skills
Be ready to talk about how you manage multiple projects simultaneously. Use specific examples to illustrate your time management strategies and how you ensure deadlines are met, especially in a fast-paced environment like shipping.
✨Familiarise Yourself with Relevant Tools
If you're not already familiar with logistics platforms, SharePoint, or Teams, take some time to learn the basics. Mentioning your proficiency in these tools during the interview can give you an edge and show your readiness to hit the ground running.
