Shipping Coordinator, Maternity Cover

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.
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
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
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, sexual orientation or alienage or citizenship status, transgender status, domestic violence victim status, military or veteran status, 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.
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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.