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- Tasks: Coordinate logistics for fine art and rare objects, ensuring timely and compliant shipping.
- Company: Join Sotheby’s, a prestigious auction house with a rich history since 1744.
- Benefits: Competitive salary, diverse work environment, and opportunities for professional growth.
- Other info: Ideal for those passionate about art and looking to make an impact.
- Why this job: Be part of a dynamic team in the exciting world of art logistics.
- Qualifications: Experience in international logistics and strong organisational skills required.
The predicted salary is between 35000 - 45000 £ per year.
ABOUT SOTHEBY'S Established in 1744, Sotheby’s promotes access and ownership of exceptional art and luxury objects through auctions, private sales and retail. Our deep expertise across 70 selling categories is supported by a leading technology platform and a global network of specialists spanning 40 countries.
THE ROLE This role supports the delivery of Sotheby’s Shipping function, ensuring the provision of high-quality logistics services to both clients and internal stakeholders. The position is responsible for providing integrated expertise across all pre-sale logistics activities, ensuring the timely, cost-effective, and compliant movement of property in line with all applicable laws and regulations.
RESPONSIBILITIES
- 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.
- Submit Cultural Export Licence applications and follow up as required.
- 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.
General Responsibilities
- 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.
IDEAL EXPERIENCE & COMPETENCIES
- 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.
Senior Shipping Coordinator, Maternity Cover in London employer: Sotheby's
Contact Detail:
Sotheby's Recruiting Team
StudySmarter Expert Advice 🤫
We think this is how you could land Senior Shipping Coordinator, Maternity Cover in London
✨Tip Number 1
Network like a pro! Reach out to your connections in the art and logistics sectors. Attend industry events or join online forums where you can meet people who might know about openings at Sotheby’s or similar companies.
✨Tip Number 2
Prepare for interviews by researching Sotheby’s and its shipping operations. Understand their values and how they handle fine art logistics. This will help you tailor your answers and show that you’re genuinely interested in the role.
✨Tip Number 3
Practice your responses to common interview questions, especially those related to logistics and client service. Use the STAR method (Situation, Task, Action, Result) to structure your answers and highlight your relevant experience.
✨Tip Number 4
Don’t forget to apply through our website! It’s the best way to ensure your application gets seen. Plus, it shows you’re serious about joining the Sotheby’s team and ready to dive into the world of fine art logistics.
We think you need these skills to ace Senior Shipping Coordinator, Maternity Cover in London
Some tips for your application 🫡
Tailor Your Application: Make sure to customise your CV and cover letter for the Senior Shipping Coordinator role. Highlight your experience in logistics, especially in fine art, and show us how your skills align with our needs at Sotheby’s.
Showcase Your Skills: We want to see your strong organisational and communication skills shine through. Use specific examples from your past roles to demonstrate how you've successfully managed logistics and client relationships.
Be Clear and Concise: When writing your application, keep it straightforward. We appreciate clarity, so avoid jargon and get straight to the point about your relevant experience and why you’re a great fit for the team.
Apply Through Our Website: Don’t forget to submit your application through our website! It’s the best way for us to receive your details and ensures you’re considered for the role. We can’t wait to hear from you!
How to prepare for a job interview at Sotheby's
✨Know Your Logistics Inside Out
Make sure you brush up on your knowledge of international logistics, customs procedures, and packing methods. Be ready to discuss specific examples from your past experience that demonstrate your expertise in these areas, especially as they relate to fine art.
✨Showcase Your Problem-Solving Skills
Prepare to share instances where you've successfully resolved shipping issues or managed tight deadlines. Highlight your proactive approach and how you kept stakeholders informed throughout the process. This will show your ability to thrive in a fast-paced environment.
✨Communicate Clearly and Confidently
Strong communication skills are key for this role. Practice articulating your thoughts clearly and confidently, especially when discussing complex logistics concepts. Remember, it's not just about what you say, but how you engage with your interviewers.
✨Familiarise Yourself with Sotheby’s Values
Research Sotheby’s history and values, particularly their commitment to high-quality service and compliance. Be prepared to discuss how your personal values align with theirs and how you can contribute to maintaining their reputation in the luxury market.