Export Coordinator

THE ROLE

This role will have primary responsibility for overseeing the export activities within Geneva (however will be expected to support wider commitments within both Switzerland and the Region. The role will report into the Head of Swiss Operations (based in Zurich) but will work closely with Sotheby’s specialists and Expert Liaisons with evolving priorities throughout the sales calendar. As such the ability to dynamically prioritise is key. This is a multifaceted role that requires very strong organisational skills and an ability to adapt.

The role entails all conditions checks as well as pick-ups from client when applicable. You will be responsible for all item checks and releases (and packing if necessary). The role requires the management of collections, supervision of shippers as well as labelling and registration of items in a time sensitive manner.

A driving license is required.

RESPONSIBILITIES

Export coordination:

•  Act as the primary point of contact for Export Coordination
• Arranging Freeport visits for LLD check
• Create Po’s and deal with all administrative aspects related
• Invoice Procurement to support Export process
• Organise consignments, shipping and payment

Wider Departmental and office support

•  Support administration tasks involved e.g. communication with clients, follow up with clients, , receipting consignments etc
• Assist with any ad hoc projects as required (i.e. Valuation Project)
• Take part to the reception rota. Greeting clients and providing general information
• On an adhoc basis, be prepared to help and organise  events for the export department e.g. sending out invitations, catalogues, help with the set up of sales/exhibitions, attend viewings

  Inventory Coordination

This role also includes ensuring that Sotheby’s inventory is 100% accurate at all times and that all items are safely and securely stored.

• Coordinate the Biannual physical reconciliation for the Geneva office and offsite storage locations, including the remediation and continued improvements to inventory processes. 
• Resolve all outstanding inventory exceptions within the required timeframe.
• Co-ordinate all inventory projects for Switzerland and provide wider European support for inventory projects.
• Mange, support and provide cover to the Registrar function in the office.
• Update and monitor all inbound and outbound tracking ensuring that we are operating within the designated KPIs.
• Update and monitor all issue tracking for inbound and outbound items. Escalating issues in a timely manner, and supporting any issue resolution.

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Last updated on Aug 14, 2024