Presale Client Experience Shipping Coordinator (1-year contract)
Hong Kong


Established in 1744, Sotheby’s is the world’s premier destination for art and luxury. Synonymous with innovation, Sotheby’s promotes access, connoisseurship and preservation of fine art and rare objects through auctions, private sales and retail locations.

Our trusted global marketplace is supported by a network of specialists spanning 40 countries and 50 categories, which include Contemporary Art, Modern and Impressionist Art, Old Masters, Chinese Works of Art, Jewelry, Watches, Wine and Spirits, and Interiors, among many others.

Sotheby's Hong Kong is seeking a 12-month Presale Client Experience Shipping Coordinator to support our growing administration teams.

You will coordinate all elements of global travelling exhibitions to ensure the safe, compliant, efficient and cost-effective movement of property.

What's more, you will work closely with Shipping Manager and Business Manager to plan for, forecast, track and analyse travelling exhibition costs.

Responsibilities include but are not limited to :

  • Circulate exhibition property list and schedule to all relevant / interested parties (regional offices, Risk, etc.) after receipt from Business Directors
  • Assess and verify the requirements of shipments, including method of transport, packing, etc. Work with shippers and other related service providers to obtain quotes and work with the Shipping & Logistics Manager to select the most suitable and cost-effective option.
  • Execute all aspects of shipping and logistics for travelling exhibitions and ensure all deadlines are met.
  • Create all necessary shipping documents including import / export paperwork, letters of instruction, commercial invoices, customs documents, transfer documents, and packing lists.
  • Issue necessary documents to shippers and ensure efficient routing, compliance with all laws and regulations, appropriate means of transport, and proper packaging and storage.

  • Apply for required licenses and submit to the appropriate regulatory bodies or shippers, ensuring the accuracy of the information and its timely submission
  • Generate ATA Carnets, raise Bank guarantees, update spreadsheet and ensure Carnets received in good time before exhibition deadlines and return immediately after use
  • Organise shippers to inspect, measure and order crates prior to exhibition. Finalise packing list and circulate to all relevant parties.
  • Determine where consolidation of property is appropriate and arrange consolidated shipments to maximize efficiency and minimize cost.
  • Organise hand-carries for exhibitions; arrange customs brokers, security escorts and all related shipping paperwork
  • Oversee on-site packs and unpacks
  • Ensure condition reports are completed by departments and circulate to relevant parties prior to exhibition departures.
  • Monitor the progress of shipments, conferring with vendors to troubleshoot and rectify problems in a timely manner and ensuring that all interested parties are apprised of the status of the shipment.
  • Work closely with the Risk Management, Compliance and Security to ensure compliance with all polices and regulations; ensure adherence with all regulations regarding the import and export of property.
  • Liaise with other offices, vendors and other impacted parties and respond to enquiries; send pre-alerts to other locations, share all necessary information and documentation to ensure a successful travelling exhibition.
  • Allocate tariffs and harmonize system codes for property imported or exported internationally.
  • Create Purchase Orders for travelling exhibitions and approve invoices based on receipt of services
  • Enter and validate all shipping and logistics information in SAP and any other relevant systems. Maintain and scan all required documentation associated with shipments in accordance with department procedures.
  • Work with the Shipping Manager and Business Manager to ensure that the departmental costs related to travelling exhibitions are in line with plan / forecast and any variances are reported immediately.
  • Ensure crate spreadsheet is updated with accurate details on return of exhibition.
  • Organize inbound shipping and associated logistics requirements to Sotheby’s locations or directly to client for all property, as assigned.
  • Operate at all times in line with corporate governance and compliance policies, practices and procedures.
  • Participate in ad-hoc duties as requested, not limited to additional main and mid-season auction- based duties which may include, but are not limited to, telephone and online bidding and currency board support.
  • Support Shipping co-ordinator for daily inbound activities while necessary
  • Initiate suggestion / solution to adopt the changes on global shipping environment & regulation for Travelling Exhibition
  • Implement new shipping model / method in Travelling Exhibition
  • Qualifications :

  • Degree in business administration or equivalent field preferred
  • 3-5 years of experience in shipping industry or related field.
  • Previous exposure to shipping and logistics of fine art and rarities is advantageous
  • Strong knowledge of logistics, including current packing methods, transportation methods, import and export laws and licensing
  • Strong organizational skills to set priorities, multi-task and meet deadlines
  • Action oriented with skills and aptitude to excel in a fast-paced client-focused and deadline-driven environment
  • Excellent client service skills; ability to remain calm in pressure situations
  • Ability to learn quickly and apply knowledge
  • Excellent communication and interpersonal skills; demonstrated ability to communicate with all organizational levels
  • Excellent verbal and written communication skills; fluency in English and Cantonese / or Mandarin essential. Must be able to read and write Traditional Chinese
  • Ability to work both independently and as a team member to complete the task at hand
  • SAP experience desirable
  • Flexibility to travel and work overtime and weekend hours when necessary is required
  • Fluency in English, Cantonese, and Mandarin essential. Must be able to read and write Traditional Chinese
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