Find a job 
Featured Companies 
Featured Universities 
For Companies At a Glance
- Tasks: Coordinate and manage international artwork shipments with a focus on logistics and compliance.
- Company: Join a prestigious fine art organisation in the heart of London.
- Benefits: Competitive salary, dynamic work environment, and opportunities for professional growth.
- Why this job: Be part of a creative team delivering high-value artworks globally.
- Qualifications: Experience in logistics or operations, strong communication skills, and attention to detail.
- Other info: Fast-paced role with multiple projects and a chance to work with luxury goods.
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, and connect on LinkedIn. You never know who might have the inside scoop on job openings or can put in a good word for you.
✨Tip Number 2
Show off your skills! When you get the chance to chat with potential employers, highlight your experience with international shipping regulations and your knack for managing multiple projects. Make sure they see how detail-oriented and organised you are!
✨Tip Number 3
Be proactive! If you’re applying through our website, follow up with a friendly email to express your enthusiasm for the role. A little nudge can go a long way in showing your genuine interest in the position.
✨Tip Number 4
Prepare for interviews by brushing up on common questions related to logistics and operations. Think about specific examples from your past experiences that showcase your problem-solving skills and ability to handle tight deadlines. Practice makes perfect!
We think you need these skills to ace Operations Administrator - Shipping
Some tips for your application 🫡
Tailor Your CV: Make sure your CV is tailored to the Operations Administrator role. Highlight your experience in logistics, especially within fine art or high-value assets. We want to see how your skills match what we're looking for!
Craft a Compelling Cover Letter: Your cover letter is your chance to shine! Use it to explain why you're passionate about shipping and logistics, and how you can contribute to 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 showcase your communication skills in your application. We want to know how you handle client interactions and internal coordination!
Apply Through Our Website: Don't forget to apply through our website! It’s the best way for us to receive your application and ensures you’re considered for the role. Plus, it’s super easy – just follow the prompts!
How to prepare for a job interview at Halcyon
✨Know Your Shipping Stuff
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.
✨Show Off Your Communication Skills
Since the 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.
✨Be Detail-Oriented
Highlight your organisational skills by discussing how you manage documentation and compliance. Bring examples of how you've ensured accuracy in invoices or customs declarations, as this is crucial for the Operations Administrator role.
✨Prepare for Project Management Questions
Expect questions about how you handle multiple projects at once. Think of specific instances where you successfully managed concurrent shipping projects, met deadlines, and resolved any operational challenges that arose.
