Shipping Coordinator, Maternity Cover

Overview

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. Selling categories include Contemporary Art, Modern and Impressionist Art, Old Masters, Chinese Works of Art, Jewelry, Watches, Wine and Spirits and Design, as well as collectible cars and real estate through RM Sotheby’s and Concierge. Sotheby’s Financial Services is a leading art lender and provides capital solutions for collectors around the world, having originated more than $12 billion in loans since its inception. Sotheby’s new global headquarters is now open at the iconic Breuer building at 945 Madison Avenue in New York City.

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. The role involves liaising with external vendors to procure and coordinate logistics services for the movement of fine art and rare objects. This includes inbound shipments (domestic and international), inter-office transfers, domestic movements, travelling exhibitions, and RTC (Return to Consignor) shipping quotes and coordination.

Responsibilities

• Inbound, Domestic and Transfer Shipments: Arrange all inbound shipments and associated logistics requirements in a timely and cost-effective manner.
• Inbound/Domestic Support: Manage and resolve all enquiries relating to inbound and domestic shipments through to successful conclusion.
• Shipping Quotes: Monitor and action shipping quote requests within agreed timeframes.
• Communications: Support the management of the Shipping Imports inbox, ensuring all communications are actioned appropriately.
• Vendor Quotes: Obtain and evaluate quotes from approved shipping partners and service providers, selecting the most suitable option based on cost, service, and compliance.
• Shipment Requirements: Assess shipment requirements (including packing specifications) and ensure accurate system entry and validation.
• Classification & Compliance: Classify goods appropriately, including the allocation of tariff and customs procedure codes; ensure the correct import methodology is applied for all international shipments.
• Licences & Exports: Prepare and submit CITES licence applications and Cultural Export applications, where applicable.
• Client Guidance: Advise clients on retrospective customs entry requirements, ensuring risks and obligations are clearly communicated and managed.
• Customs & Coordination: Liaise with HM Revenue and Customs and customs brokers, issuing clearance instructions where required.
• Pre-sale Coordination: For accepted pre-sale consignments shipped under Sotheby’s account, coordinate with vendors to arrange packing, transport, security, and shipping instructions.
• Progress & Compliance: Proactively monitor shipment progress, identifying and resolving issues while keeping all stakeholders informed; ensure all shipments comply with relevant legal, regulatory, and internal requirements.
• Global Coordination: Coordinate with Shipping teams across global selling locations to facilitate efficient transfers.
• Cost Optimisation: Identify opportunities for shipment consolidation to optimise cost and efficiency.
• Documentation: Maintain accurate and complete documentation for all inbound and transfer activity.
• Pre-sale VAT checks: 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 regulatory, customs, and licensing considerations prior to issuing quotes.
• Ensure RTC quotes are clearly communicated, commercially accurate, and aligned with client expectations.
• Submit Cultural Export Licence applications and follow up as required.
• Monitor 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.
• 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 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 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.

Equal Opportunity

The Company is an equal opportunity employer. All employment decisions and personnel actions at the Company are administered without regard to race, color, religion, sex, sexual orientation, marital status, creed, national origin, age, disability, genetic predisposition, natural hair or hairstyle, reproductive health, partnership status, gender identity or expression, or status in any group protected by applicable federal, state or local law. This policy applies to all terms and conditions of employment, including but not limited to, hiring, placement, promotion, termination, transfer, leaves of absence, compensation, and training. This includes the Company’s commitment to equal opportunity across the US, UK, and other jurisdictions where applicable.