Shipping AssociateNew York, United StatesEstablished 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 RoleThis 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.ResponsibilitiesDaily oversight of the inbox and responsible for responding to inquires in a timely and professional manner Reconcile differences with the shipping agents and/or Shipping Coordinators and meet payment deadlinesAct as a point of contact for Shipping Vendors with queries related to Accounts PayableSupervise the monthly ACH account reconciliation process including reconciling the ACH Account with US Customs Broker on a monthly basisPrepare regular and ad hoc management reporting as requestedReconcile all shippers accounts ensuring that all invoices have been received and have been processedInvestigate discrepancies between vendor quotes, parked POs in SAP and the vendor invoices receivedReconcile Sotheby's FedEx, DHL and UPS accounts ensuring payments are made in accordance with the terms and conditions of the contractOversee procurement process for TravEx including parking costs for US vendors and logging regional spendPartner 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 movementsPark Bids and Client Services department monthly invoicesDuring semi-annual Marquee TravEx season: Support maintenance of TravEx Consignment and Shipping trackersSupport creation of customs declarations and Carnet applicationsSupport shipping coordination, including the preparation of internal packing requests, pre-alerts, air freight invoices, and tracking of international shipmentsGeneral record keeping for the Shipping departmentAdditional ad hoc projects as directed by managerIdeal Experience & CompetenciesBA degree and 1-2 years administrative or procurement experience with basic knowledge of international & domestic shipping logisticsA 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 accountsERP/CRM SYSTEMSThe ability to proactively set priorities and meet deadlinesExcellent client service skills, with a demonstrated capability in active listening, empathy, service orientation and patienceThe ability to work under pressure and maintain a friendly, enthusiastic, and welcoming dispositionExceptional verbal and written communication skillsExcellent analytical and numeracy skillsLogical and practical thinking, with excellent resourcefulness and problem-solving skillsHighest standard of confidentiality, discretion, and work ethicAbility to work both independently and to partner with colleaguesStrong organizational skills and follow throughProficient in Google Workplace, Microsoft Office Suite and capable of learning internal systems quicklyStrong understanding of financial impacts pertaining to all departmentsThe 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.