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- Tasks: Coordinate logistics for fine art and luxury objects, ensuring timely and compliant shipments.
- Company: Join Sotheby’s, a prestigious auction house with a rich history since 1744.
- Benefits: Gain valuable experience in international logistics and work in a dynamic environment.
- Other info: Opportunity to learn from industry experts and grow your career in a unique field.
- Why this job: Be part of a team that handles exceptional art and luxury items globally.
- Qualifications: Strong organisational skills and knowledge of international logistics are essential.
The predicted salary is between 30000 - 40000 £ 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. 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.
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
- 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.
Shipping Coordinator, Maternity Cover in London employer: the company
Contact Detail:
the company Recruiting Team
StudySmarter Expert Advice 🤫
We think this is how you could land Shipping Coordinator, Maternity Cover in London
✨Tip Number 1
Network like a pro! Reach out to people in the art and logistics sectors, especially those connected to Sotheby’s. A friendly chat can open doors that applications alone can't.
✨Tip Number 2
Prepare for interviews by brushing up on your knowledge of international logistics and customs procedures. Show us you know your stuff, and don’t forget to highlight any experience with fine art logistics!
✨Tip Number 3
Be proactive! If you see a job opening on our website, don’t just apply—follow up with a quick email expressing your enthusiasm. It shows initiative and keeps you on our radar.
✨Tip Number 4
Stay organised! Keep track of your applications and follow-ups. A well-managed approach will help you stay on top of opportunities and deadlines, making you look super professional.
We think you need these skills to ace 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 Shipping Coordinator role. Highlight your experience in logistics, especially with fine art, and show us how your skills align with what we’re looking for.
Showcase Your Communication Skills: Since this role involves liaising with various stakeholders, it’s crucial to demonstrate your strong communication abilities. Use clear and concise language in your application to reflect how you can engage effectively at all levels.
Highlight Relevant Experience: If you've got experience in international logistics or customs procedures, make it shine! We want to see how your background can contribute to our high-quality service delivery.
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 the company
✨Know Your Logistics Inside Out
Make sure you brush up on your knowledge of international logistics, customs procedures, and packing methods. Being able to discuss these topics confidently will show that you're well-prepared and understand the complexities of the role.
✨Showcase Your Problem-Solving Skills
Prepare examples of how you've tackled challenges in previous roles, especially in fast-paced environments. Highlighting your proactive, solutions-focused approach will demonstrate that you can handle the pressures of shipping fine art and rare objects.
✨Communicate Clearly and Effectively
Practice articulating your thoughts clearly, as strong communication skills are essential for liaising with clients and vendors. Consider doing mock interviews with a friend to refine your ability to engage effectively at all levels.
✨Familiarise Yourself with Sotheby’s Values
Research Sotheby’s history and values, especially their commitment to high-quality client service. Showing that you align with their mission will help you stand out as a candidate who is not only qualified but also genuinely interested in the company.