Shipping Associate

THE ROLE

This role provides essential administrative support to Sothebys 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 ShippingUSPayables@sothebys.com 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 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 Sothebys 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.