Traveling Exhibitions Manager

THE ROLE

Job Title: Traveling Exhibitions Manager 
Department: Shipping
Reporting To: Head of Shipping

Provide integrated expertise and exceptional service for both clients and members of staff for TravEx logistics-related activities to ensure the timely and cost-effective delivery of property in compliance with all associated laws and regulations.  Liaise with vendors to procure and coordinate logistics services to enable the movement of fine art and rarities to and from Sotheby’s, both domestically and internationally.

RESPONSIBILITIES

•    Organize all TravEx schedules, budgets and daily coordination for New York specialist departments as well as for any Overseas highlights traveling to the US.•    Main contact to review any TravEx promises in proposals/feasibility of logistics or challenges.
•    Arrange shipping and associated logistics requirements for all Traveling Exhibition related movements both international and domestic.
•    Monitor and execute quote requests in a timely manner in line with established service levels
•    Maintain property list with pre-sale admin community/sales director understanding updates on routes/special consignment agreements/dates/dimensions/crate information/gallery locations
•    Develop best packing practices, vendor cost negotiation, import/export regulations, safest method and most economical shipping plans to ensure works arrived at exhibition sites on time, within budget and under compliance, risk and security guidelines.
•    Manage shipping associate directly, provide training and consistent feedback with best practices to support procurement functions across shipping/TravEx invoices
•    Monitor the progress of shipments, conferring with vendors to troubleshoot and rectify problems in a timely manner and ensuring that interested parties are apprised of the status of the shipment.
•    Provide input on shippers’ performance and maintenance of service level requirements and KPIs while specifically managing Carnet vendor relationship and bond
•    Determine where consolidation of property can occur and arrange consolidated shipments to maximize efficiency and minimize cost.
•    Maintain and scan all required documentation associated with shipments in accordance with department procedures.
•    Prepare customs documents and submit to the appropriate regulatory bodies or shippers, ensuring the accuracy of the information and its timely submission.
•    Generate pre-alerts to Shipping Coordinators in overseas offices to ensure an efficient delivery of property.
•    Demonstrate sensitivity and discretion in handling confidential information.

IDEAL EXPERIENCE & COMPETENCIES

•    College degree with at least 2-3 years of industry experience
•    Strong knowledge of logistics, including current packing methods, transportation methods and regulatory compliance
•    Action oriented with skills and aptitude to excel in a fast-paced client-focused and deadline-driven environment
•    Proactive communicator and solution oriented
•    Comfortable speaking with client facing teams
•    Excellent client service skills; ability to remain calm in pressure situations
•    Excellent communication and interpersonal skills; demonstrated ability to communicate with all organizational levels
•    Ability to work both independently and as a team member to complete the task at hand
•    Strong organizational skills to set priorities, multitask and meet deadlines
•    Prior experience with fine art shipping is desirable 

The proposed base salary for this position ranges from $70,000-$80,000. 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.