Shipping Associate

Sotheby's Institute of Art; New York (NY); On-site; USD 50,000 - 54,000; Full time

Benefits offered by this job

Discretionary bonus

Benefits package

Job summary

Sotheby’s Institute of Art in New York seeks a Shipping Associate to support the Shipping Department and TravEx Manager. You will handle procurement workflows, record-keeping, and vendor accounts while ensuring timely processing of invoices and accurate reporting.

Responsibilities include vendor queries, monthly reconciliations, and collaboration with Finance on billing variances. A BA and 1–2 years in admin or procurement are expected.

Qualifications

• BA degree and 1–2 years administrative or procurement experience with basic shipping knowledge.
• Desirable background in Finance, Business, Operations & Logistics, IT or Engineering.
• Experience with ACH accounts and ERP/CRM systems is preferred.
• Ability to set priorities, meet deadlines and work under pressure.

Responsibilities

• Provide administrative support to the Shipping Department and TravEx Manager.
• Manage procurement workflow, record-keeping and vendor accounts.
• Coordinate with shipping agents and coordinators to meet payment deadlines.
• Reconcile accounts and assist with monthly reporting and spend tracking.
• Support customs declarations, packing requests and travel coordination.
• Maintain documentation and assist with ad hoc projects as directed.

Skills

Administrative experience

Procurement experience

Attention to detail

Communication skills

Education

BA degree

Tools

Google Workspace

Microsoft Office

ERP/CRM systems

Job description

About Sotheby's

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 and Design, as well as collectible cars and real estate through RM Sotheby’s and Concierge. Sotheby’s Financial Services is a leading art lender and provides capital solutions for collectors around the world, having originated more than $12 billion in loans since its inception. Sotheby’s new global headquarters is now open at the iconic Breuer building at 945 Madison Avenue in New York City.

About Sotheby's

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 and Design, as well as collectible cars and real estate through RM Sotheby’s and Concierge. Sotheby’s Financial Services is a leading art lender and provides capital solutions for collectors around the world, having originated more than $12 billion in loans since its inception. Sotheby’s new global headquarters is now open at the iconic Breuer building at 945 Madison Avenue in New York City.

THE ROLE

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

Responsibilities

• Daily oversight of the [e-mail] inbox and responsible for responding to inquires in a timely and professional manner
• Reconcile differences with shipping agents and/or Shipping Coordinators and 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 on a monthly basis
• Prepare regular and ad hoc management reporting as requested
• Reconcile all shippers accounts ensuring that all invoices have been received and have been processed
• Investigate discrepancies between vendor quotes, parked POs in SAP and the vendor invoices received
• Reconcile Sotheby’s FedEx, DHL and UPS accounts ensuring payments are made in accordance with the terms and conditions of the contract
• 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.
• Booking of 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 the 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

Ideal Experience & Competencies

• 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 the following:
  • ACH accounts
  • ERP/CRM SYSTEMS
• The ability to proactively set priorities and meet deadlines
• 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 friendly, enthusiastic, and welcoming disposition
• Exceptional verbal and written communication skills
• Excellent analytical and numeracy skills
• Logical and practical thinking, with excellent resourcefulness and problem-solving skills
• Highest standard of confidentiality, discretion, and work ethic
• Ability to work both independently and to partner 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

The proposed base salary for this position is around $50,000 - $54,000. In addition to base salary successful candidates are eligible to receive a discretionary bonus, as well as a competitive benefits package. Salary offers are based on a wide range of factors including relevant skills, training, experience, education, and, where applicable, licensure or certifications obtained. Market and organizational factors are also considered.

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.