International Shipping & Procurement Coordinator

Sotheby's; Greater London; On-site; GBP 32,000 - 42,000; Full time

Job summary

Sotheby’s is seeking a Shipping Associate to provide essential admin support to the Shipping Departments across EMEA and APAC. You will manage procurement workflow, record-keeping, and contribute to refining shipping processes.

Responsibilities include vendor accounts, accounts payable queries, reporting, and ensuring invoices are processed while supporting TravEx during peak periods. Strong organizational and SAP experience are required.

Qualifications

• BA degree and 1-2 years 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.
• A high command and prior experience of ERP/CRM SYSTEMS (SAP particularly)
• Excellent organization, with the ability to proactively set priorities and meet deadlines
• Excellent analytical skills
• Highest standard of confidentiality, discretion, and work ethic
• Excellent client service skills, with a demonstrated capability in active listening, empathy, service orientation and patience
• The ability to work under pressure and maintain a welcoming disposition, to work both independently and to partner with colleagues
• Proficient in Google Workplace, Microsoft Office Suite and capable of learning internal systems quickly

Responsibilities

• Respond to inquiries regarding shipping payments in a timely and professional manner
• Reconcile differences with shipping agents and meet payment deadlines
• Act as a point of contact for Shipping Vendors with queries related to Accounts Payable
• Prepare regular and ad hoc management reporting as requested
• Reconcile all shippers accounts ensuring that all invoices have been received and processed
• Investigate discrepancies between vendor quotes, parked POs in SAP and the vendor invoices received
• Oversee procurement process for Travelling Exhibitions including parking costs for vendors and logging regional spend
• Partner with Finance to reconcile billing discrepancies and system variances related to shipping quotes and Customs
• During semi-annual high peak season: Support maintenance of TravEx and Expertise shipments
• Support creation of customs declarations and licence 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

Skills

Administrative experience

Procurement experience

ERP/CRM systems (SAP)

Google Workspace

Microsoft Office

Analytical skills

Education

BA degree

Tools

SAP

Google Workspace

Microsoft Office

Job description

Sotheby’s is seeking a Shipping Associate to provide essential admin support to the Shipping Departments across EMEA and APAC. You will manage procurement workflow, record-keeping, and contribute to refining shipping processes.

Responsibilities include vendor accounts, accounts payable queries, reporting, and ensuring invoices are processed while supporting TravEx during peak periods. Strong organizational and SAP experience are required.