Shipping Coordinator

ABOUT SOTHEBY'S

Established in 1744, Sotheby’s is the world’s premier destination for art and luxury. Sotheby’s promotes access to and ownership of exceptional art and luxury objects through auctions and buy-now channels including private sales, e-commerce and retail. Our trusted global marketplace is supported by an industry-leading technology platform and a network of specialists spanning 40 countries and 70 categories which 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. Sotheby’s believes in the transformative power of art and culture and is committed to making our industries more inclusive, sustainable and collaborative.

THE ROLE

Reporting to the Shipping Manager, the Shipping Coordinator plays a crucial role in supporting the sales process, ensuring compliance with anti-money laundering regulations, and coordinating logistics for both pre-and post-sale activities. This position involves coordinating bidder verification, providing customer service, creating shipping quotes, and assisting with the export of items. The ideal candidate will work closely with various departments to ensure smooth operations, timely delivery, and compliance with Sotheby’s policies and international regulations.

RESPONSIBLITIES

• Create new client accounts when necessary, using Sotheby’s Admin and uploading IDs to SharePoint.
• Assist clients with any inquiries or account-related issues before, during, and after sales.
• Run and review reports for each sale to ensure all bidder ID information is accurate (e.g., valid ID, address, etc.).
• Contact all bidders (for both online and live sales) to provide them with sale details and necessary information.
• Complete the checklist for all buyers in compliance with anti-money laundering regulations.
• Ensure that all required documentation is valid and fully filled out.
• Monitor the Bids inbox and provide customer service and technical support for clients interested in global sales.
• Provide accurate shipping quotes for buyers before the sale.
• Assist the departments by providing shipping quotes for their items.
• Apply for artistic export permits for specific items and deliver them to the artistic export office when required.
• Review and print the daily Business Journal, ensuring all valid IDs and completed accounts are up to date.
• Collaborate with colleagues to gather any missing information.
• Post-sale: Prepare packages for shipping jewels and wristwatches.
• Create SAP quotes for exporting lots to other Sotheby’s locations.
• Issue proforma invoices for exports outside the EU region when necessary.

IDEAL EXPERIENCE & COMPETENCIES

• Native Italian speaker with strong communication skills in English, both written and verbal, essential for interacting with clients and colleagues globally.
• At least 5-years’ experience in a similar role, with an in-depth knowledge of various shipping procedures both within the EU and internationally, ensuring compliance with all relevant regulations.
• Ability to safely handle and manage high-value items such as paintings, jewelry, and works of art with care and attention to detail.
• Proficient in packing items securely, using the appropriate materials and techniques to ensure safe transport of valuable and fragile items.
• A strong sense of hospitality and dedication to providing exceptional customer service, ensuring client satisfaction and a seamless experience.
• Exceptional attention to detail and commitment to following established procedures to guarantee accuracy and compliance in all aspects of the role.
• Strong organizational skills to effectively manage multiple tasks and deadlines, ensuring smooth operations and efficient workflows.
• Ability to manage a large volume of lots within tight deadlines, with an excellent memory to track progress and recall completed tasks to ensure nothing is overlooked.
• Ability to work effectively with diverse local teams, adapting to varying workflows and challenges while remaining open-minded and flexible in approach.
• Willingness and ability to take on a variety of tasks, often with limited resources, requiring a versatile and proactive approach to problem-solving and collaboration.

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The Company is an equal opportunity employer and considers all applicants for employment without regard to race (including, without limitation, traits historically associated with race, such as natural hair, hair texture, and protective and treated or untreated hairstyles), color, creed, religion, sex, sexual orientation, marital or civil partnership/union status, national origin, age, disability, pregnancy, genetic predisposition, genetic information, reproductive health decision, sexual orientation, gender identity or expression, alienage or citizenship status, domestic violence victim status, military or veteran status, or any other characteristic protected by federal, state/province or local law. The Company complies with applicable state and local laws prohibiting discrimination in employment in every jurisdiction in which it operates.