Senior Shipping Coordinator, Maternity Cover

THE ROLE

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.

RESPONSIBLITIES

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