Shipping Associate

Sotheby's•New York, NY

10d•$50,000 - $54,000

About The Position

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.

Requirements

BA degree and 1-2 years administrative or procurement experience with basic knowledge of international & domestic shipping logistics
A high command and prior experience of the following: ACH accounts
A high command and prior experience of the following: 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

Nice To Haves

A degree or relevant experience in Finance, Business, Operations & Logistics, IT, and/or Engineering is highly desirable.

Responsibilities

Daily oversight of the [email protected] inbox and responsible for responding to inquiries in a timely and professional manner
Reconcile differences with the 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
During semi-annual Marquee TravEx season: Support creation of customs declarations and Carnet applications
During semi-annual Marquee TravEx season: 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