Shipping Coordinator

ABOUT SOTHEBY'S
Established in 1744, Sotheby's is the world's premier destination for art and luxury.

Synonymous with innovation, Sotheby's promotes access, connoisseurship and preservation of fine art and rare objects through auctions, private sales and retail locations.

Our trusted global marketplace is supported by a network of specialists spanning 40 countries and 50 categories, which include Contemporary Art, Modern and Impressionist Art, Old Masters, Chinese Works of Art, Jewelry, Watches, Wine and Spirits, and Interiors, among many others.

THE ROLE

Reporting to the Head of Swiss Operations & International Exports
, the key objective is to maintain a high level of efficiency and productivity in the areas concerned.

Carry out detailed administrative duties and managing procedures in accordance with corporate governance and compliance policy. Deliver high quality client service at all times.

RESPONSBILITIES

Shipping Department

• Responsible for the administrative and operative procedures of Shipping Department for Fine Arts in Switzerland;
• Managing internal and external communication;
• Direct communication with clients for various purposes for Shipping, Presale, Postsale and Client Service requirements;
• Data Inputting and reporting on export figures for Switzerland;
• Filing and preparation of paperwork;
• Follow up on items send under Temporary Export / Import regulations;
• Liaise with Finance Department concerning VAT refunds for purchased items;
• Communicate and provide Finance Department details related to VAT reporting;
• Maintain constructive relationships with other shipping departments Worldwide;
• Maintain shipper contacts & conduct quality survey.

SAP and Invoice procurement

• Central Purchasing coordinator (CPC) for the Shipping Department and Operations Zurich;
• Type and produce invoices and Shipping Quotes for rebillable charges and services;
• Procure invoices in SAP as required;
• Security and other;
• Ensure due diligence in security matters;
• Office Building maintenance and security measures as per requirements by Risk Management;
• IT liaison;
• Operations during Auctions in Zurich and Geneva, Travelling exhibitions and events;
• Provide support for SAP procedures to administrative and shipping departments in EMEA/US;
• Attend training courses as required;
• Adhoc project management.

Inventory Management

• Maintenance of inhouse and outside storage areas;
• Safe handling of property inhouse and on site at client's addresses and warehouses;
• Pack property prior to shipping or organize the hand over to agents and clients;
• Unpack property which arrive at the Zurich office;
• Release of purchased goods on behalf of departments;
• Make sure Sotheby's data systems always accurately reflect the current location of property;
• Report loss or damage of property;
• Partake in annual stockcheck.

IDEAL EXPERIENCE & COMPETENCIES

• Forwarding Merchant with Federal Diploma of Vocational Education and Training (Speditionskaufmann mit Eidgenössichem Fähigkeitsausweis EFZ);
• Spoken and written fluency in German, English and French;
• Proven experience in a position in direct contact with clients, ideally in a shipping specialized in fine art company;
• Strong knowledge of shipping logistics, including packing solutions, means of transportations, international regulations and customs;
• Passion for client service;
• Operationally minded with an appetite for technology;
• Excellent written and verbal communication skills;
• IT literate, familiar with financial databases and be able to learn and understand new systems quickly;
• Team player who brings enthusiasm and energy to the task at hand;
• Able to prioritize workload and solve problems independently;
• Resilience and ability to deal with challenges whilst taking a proactive and flexible approach to ensure exceptional standards of service are always maintained.

**_ 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._

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