Shipping Associate

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, Design, collectible cars, and real estate through RM Sotheby’s and Concierge. Sotheby’s Financial Services is a leading art lender, providing capital solutions for collectors worldwide.

About the role

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

Responsibilities

• Daily oversight of the ShippingUSPayables@sothebys.com inbox; respond to inquiries in a timely and professional manner
• Reconcile differences with shipping agents and/or Shipping Coordinators to 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
• Prepare regular and ad hoc management reporting as requested
• Reconcile all shippers’ accounts to ensure all invoices have been received and processed
• Investigate discrepancies between vendor quotes, parked POs in SAP, and vendor invoices received
• Reconcile Sotheby’s FedEx, DHL, and UPS accounts to ensure payments align with contract terms
• Oversee procurement process for TravEx, including parking costs for US vendors and logging regional spend
• Partner with Finance to reconcile billing discrepancies and system variances related to shipping quotes and Customs
• Partner with the VP on data pulls relating to department spend and vendor usage
• Book 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 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

Requirements

• BA degree and 1-2 years of administrative or procurement experience with basic knowledge of international & domestic shipping logistics
• A degree or relevant experience in Finance, Business, Operations & Logistics, IT, and/or Engineering is highly desirable
• High command and prior experience with:
  • ACH accounts
  • ERP/CRM systems
• Ability to proactively set priorities and meet deadlines
• Excellent client service skills, with demonstrated capability in active listening, empathy, service orientation, and patience
• Ability to work under pressure while maintaining a friendly, enthusiastic, and welcoming disposition
• Exceptional verbal and written communication skills
• Excellent analytical and numeracy skills
• Logical and practical thinking, with strong resourcefulness and problem-solving skills
• Highest standard of confidentiality, discretion, and work ethic
• Ability to work both independently and collaboratively 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

Pay

The proposed base salary for this position is $50,000 - $54,000. Successful candidates are also eligible for a discretionary bonus and a competitive benefits package. Salary offers are based on skills, experience, education, and market factors.