At a Glance
- 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
Sotheby’s is an exceptional employer, offering a dynamic work environment at its new global headquarters in the iconic Breuer building on Madison Avenue, New York City. Employees benefit from a culture that values collaboration and innovation, with ample opportunities for professional growth in the prestigious art and luxury sector. The company prioritises employee well-being and inclusivity, ensuring a rewarding experience for those passionate about fine art logistics and client service.
StudySmarter Expert Advice🤫
We think this is how you could land Senior Shipping Coordinator, Maternity Cover in London
✨Get to Know the Local Scene
Temporary roles in logistics and supply chain often rely on local connections. Visit local businesses or warehouses and introduce yourself! You'd be surprised how often work is filled through word of mouth, so put yourself out there.
✨Leverage Industry Events
Look for trade shows, logistics expos, or supply chain seminars happening in your area. These events are goldmines for networking and often feature companies looking for temporary staff. It’s a great way to make a lasting impression!
✨Be Ready to Flex Your Skills
In temporary roles, employers want people who can easily adapt. Brush up on your knowledge of inventory management systems or logistics software—anything that can show you're ready to jump in right away. It will make you stand out!
✨Apply through Our Website!
Don't forget to check our listings at StudySmarter! We often have great temporary roles in logistics and supply chain that you can apply for directly. Getting your application in through our site is a solid step towards landing your next gig!
We think you need these skills to ace Senior Shipping Coordinator, Maternity Cover in London
Some tips for your application 🫡
Show Off Your Logistics Know-How:When applying for a Senior Shipping Coordinator, Maternity Cover in logistics and supply chain, make sure to highlight your relevant skills such as inventory management, procurement knowledge, and experience with logistics software. Tailor your CV to show any specific projects or coursework you've completed that relate to the field—specifics matter!
Flexibility is Key:Since this is a temporary position, it's important to showcase your flexibility in your cover letter. Employers want to know that you can hit the ground running and adapt quickly to changing priorities, so share examples of previous roles where you've shown this adaptability.
Include Certifications and Training:If you have any relevant certifications like a Forklift License or training in supply chain management, make sure these are front and centre in your application. They really can set you apart in the logistics field, especially for a temporary role where employers may prefer someone who's ready to jump straight into the task at hand.
Why You Want This Role:In your cover letter, express why you're interested in this temporary position at Sotheby's. Use it as a chance to show your enthusiasm for the logistics field and how this experience will help you grow professionally. Remember, it’s about more than just the job—show us you're keen to learn and make a difference!
How to prepare for a job interview at Sotheby's
✨Know Your Supply Chain Basics
Brush up on fundamental supply chain concepts, like inventory management and logistics strategies. Since this is a temporary role, having a quick grasp of these basics can set you apart and show that you can hit the ground running.
✨Showcase Problem-Solving Skills
Be ready to discuss real-life scenarios where you solved logistics challenges. Interviewers love hearing how you approached issues like delays or order discrepancies, so come prepared with a couple of solid examples that highlight your critical thinking skills.
✨Stay Flexible and Open-Minded
As a temporary candidate, we need to demonstrate adaptability. Be prepared to discuss how you can quickly integrate into different teams and handle diverse tasks. This can really showcase your potential to thrive in a fast-paced environment like logistics.
✨Get Familiar with Logistics Tools
Familiarise yourself with common supply chain management software, such as SAP or Oracle. Mentioning these tools during your interview can impress your interviewer at Sotheby's and demonstrate your readiness to engage with their systems right away.
