Senior 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 Head of Shipping and Buyer Experience, 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 providing customer service, creating shipping quotes, and assisting with the import and export of items. The shipping coordinator will also monitoring the European and International travel exhibitions, as well as lots being temporary import into France for expertise.  The ideal candidate will work closely with various departments, shippers and other suppliers to ensure smooth operations, timely delivery, and compliance with Sotheby’s policies and international regulations.

MAIN RESPONSIBLITIES

Administrative management related to transport operations

• Administrative management of post-sale adjustments for temporary imports, temporary exports, releases for ‘Mise consommation’ customs warehousing and inventory accounting.

This involves, in particular:

• Monitoring Parisian and international sales results and updating information relating to temporary admissions and temporary exports.
• Preparing/managing customs adjustments and gathering related evidence.
• Managing applications for export licenses and CITES permits in conjunction with carriers, customs, SMF, SLL and the DRIEE, as required by the business.

Operational management of domestic and international transport files

• Ensure that works are imported/exported correctly in accordance with applicable laws and regulations
• Respond and provide rapid resolution to enquiries and issues concerning pre and postsale shipments.
• Assist clients with any inquiries or account-related issues before, during, and after sales.
• Record and validate the quote into our internal system.
• Provide accurate shipping quotes for buyers pre and Postsale by taking care of international shipment and customs worldwide regulations.
• Work alongside the specialist department to make sure we have all the information on import, export and travelling exhibition items.
• Liaising with shippers to request quotes and make sure we obtain the best price, best time of shipment.
• For any accepted quotation, contact the service providers and send them the instructions for packaging, collection, transport and security.
• Ensure the smooth running of local and international transport, examine any problems with carriers and resolve them proactively and efficiently within a reasonable time frame, while keeping the parties concerned informed.
• Communicate to intern / extern client any import customs specificities when travelling exhibition planned.
• Respect the delivery time for any travelling exhibition / lots coming for expertise and then returning to other Sotheby’s office worldwide.
• Where possible, organize group shipments to improve efficiency and reduce costs for Sotheby's and its clients.
• Communicating with shipping vendors and internal specialist departments to troubleshoot and rectify shipping issues in a timely manner, ensuring that the client remains informed.
• Management of re-imports of unsold goods outside the EU.
• Regularisation for Taxe forfaitaire or temporary admission with customs and vendors.
• Upadate the compta matiere database.
• Awareness of any changes to rules and regulations (both internal and external).
• Coordinating and executing Pre-Sale and Post-sale shipping requests where required to support the team.
• Validating proof of exports for tax refunds.

IDEAL EXPERIENCE & COMPETENCIES

• Minimum of 5 years of appropriate experience.
• Excellent Client Service Skills
• High level of initiative.
• A strong working knowledge of international import/export procedures and licensing requirements.
• Strong management and leadership with the ability to motivate teams and work with senior levels of management.
• Good communication and interpersonal skills.
• Excellent organizational skills
• Decisive, flexible, and innovative.
• Agility of mind, ability to plan, prioritize and multitask.
• Logical, structured, organized and disciplined.
• Able to work with complexity and ambiguity.
• Good English speaker
• Strong knowledge in EXCEL/ POWERPOINT / WORD

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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.