Shipping Associate

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

This role provides essential administrative support to Sotheby’s New York Shipping Department and Traveling Exhibitions (TravEx) Manager. This role will manage procurement workflow, record keeping, and contribute to Shipping and TravEx process refinement. The Shipping Associate is responsible for maintaining all vendor accounts in accordance with contractual terms and agreements for New York Service Operations (Pre-Sale, Post Sale, Private Sales, Bids & Client Services), Regional Office Shipments, etc. 

RESPONSIBILITIES

• Daily oversight of the ShippingUSPayables@sothebys.com inbox and responsible for responding to inquires in a timely and professional manner
  • Reconcile differences with the shipping agents and/or Shipping Coordinators and meet payment deadlines
  • Act as a point of contact for Shipping Vendors with queries related to Accounts Payable
  • Supervise the monthly ACH account reconciliation process including reconciling the ACH Account with US Customs Broker on a monthly basis
  • Prepare regular and ad hoc management reporting as requested
  • Reconcile all shippers accounts ensuring that all invoices have been received and have been processed
  • Investigate discrepancies between vendor quotes, parked POs in SAP and the vendor invoices received
  • Reconcile Sotheby’s FedEx, DHL and UPS accounts ensuring payments are made in accordance with the terms and conditions of the contract
• Oversee procurement process for TravEx including parking costs for US vendors and logging regional spend
• Booking of TravEx Security escorts for requisite property movements
• Park Bids and Client Services department monthly invoices
• During semi-annual Marquee TravEx season:
  • Support maintenance of TravEx Consignment and Shipping trackers
  • Support creation of customs declarations and Carnet applications
  • Support shipping coordination, including the preparation of internal packing requests, pre-alerts, air freight invoices, and tracking of international shipments
• General record keeping for the Shipping department
• Additional ad hoc projects as directed by manager

IDEAL EXPERIENCE & COMPETENCIES

• BA degree and 1-2 years administrative or procurement experience with basic knowledge of international & domestic shipping logistics
• A high command and prior experience of the following:
  • ACH accounts
  • SAP SYSTEMS
• The ability to proactively set priorities and meet deadlines
• Excellent client service skills, with a demonstrated capability in active listening, empathy, service orientation and patience
• The ability to work under pressure and maintain a friendly, enthusiastic, and welcoming disposition
• Exceptional verbal and written communication skills
• Excellent analytical and numeracy skills
• Logical and practical thinking, with excellent resourcefulness and problem-solving skills
• Highest standard of confidentiality, discretion, and work ethic
• Ability to work both independently and to partner with colleagues
• Strong organizational skills and follow through
• Proficient in Google Workplace, Microsoft Office Suite and capable of learning internal systems quickly
• Strong understanding of financial impacts pertaining to all departments

The proposed base salary for this position is around $51,500 In addition to base salary successful candidates are eligible to receive a discretionary bonus, as well as a competitive benefits package. Salary offers are based on a wide range of factors including relevant skills, training, experience, education, and, where applicable, licensure or certifications obtained. Market and organizational factors are also considered. 

To view our Candidate Privacy Notice for the US, please click here.

To view our Candidate Privacy Notice for the UK, Hong Kong, France and Switzerland, please click here.

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.