Operations Administrator - Shipping

Halcyon; City Of London; On-site; GBP 30,000 - 40,000; Full time

Job summary

A fine art logistics company based in London is seeking an Operations Administrator to manage the logistics of high-value artwork shipments. The role involves coordinating shipping tasks end-to-end while ensuring compliance with relevant regulations. The ideal candidate has experience in logistics, excellent communication skills, and proficiency in Microsoft Office. Applicants must have the right to work in the UK, as sponsorship is not available for this role.

Qualifications

• Proven experience in logistics or operations within a fine art or luxury goods environment.
• Strong understanding of international shipping regulations and customs processes.
• Detail-oriented with strong organizational and time management abilities.

Responsibilities

• Manage end-to-end logistics for artwork shipments.
• Prepare and review commercial invoices and customs declarations.
• Collaborate with client services and sales teams regarding delivery details.

Skills

Logistics experience

Understanding of international shipping regulations

Communication skills

Organizational and time management abilities

Proficiency in Microsoft Office

Tools

SharePoint

Microsoft Teams

Job description

Job Specification :

Operations Administrator - Shipping

Department :

Operations

Location :

143 New Bond Street, London

Reports to :

Head of Shipping

Role Overview :

The Operations Administrator – Shipping is responsible for coordinating and executing all aspects of international artwork shipments. This includes liaising with internal teams, external logistics providers, and clients to ensure timely, secure, and compliant delivery and installation of high-value artworks.

Key Responsibilities :

Shipping Coordination

• Manage end-to-end logistics for artwork shipments, including crating, customs documentation, and delivery scheduling.
• Liaise with fine art logistics companies to obtain quotes, confirm schedules, and coordinate delivery and installation timelines.
• Evaluate and compare options based on cost, timing, and client requirements.

Documentation & Compliance

• Prepare and review commercial invoices, customs declarations, and shipping manifests for international shipments.
• Ensure all documentation complies with customs regulations and internal audit standards.
• Track and manage temporary import / export (TR) timelines and extensions for artworks on loan or return.

Client & Internal Communication

• Collaborate with client services, post-sale, and sales teams to confirm delivery details, payment responsibilities, and installation requirements.
• Communicate proactively with clients regarding shipment status, delivery windows, and customs procedures.
• Respond to internal queries and coordinate with warehouse and studio teams for collections and returns.

Project Management

• Maintain oversight of multiple concurrent shipping projects, ensuring deadlines are met and issues are escalated appropriately.
• Participate in regular shipping team meetings to update on project status and resolve operational challenges.

  Skills & Experience Required :

  • Proven experience in logistics or operations within a fine art, luxury goods, or high-value asset environment.
  • Strong understanding of international shipping regulations and customs processes
  • Great communication skills, with the ability to manage multiple shipments
  • Detail-oriented with strong organizational and time management abilities.
  • Proficiency in Microsoft Office and logistics platforms; familiarity with SharePoint and Teams preferred.

  Please note that applicants must have the right to work in the UK in order to be considered for the role, and we cannot offer sponsorship for this role.

  Due to the volume of applications we receive, if you do not hear back within one week of your application, please assume that it has been unsuccessful Thank you.