The Operations Coordinator position in the SFO office works with museums & institutions, auction houses, galleries, private collectors and lenders to develop and execute creative logistics solutions to accommodate packing, transport, timing, budgetary and insurance requirements for all tiers of fine art shipments, including import, export, exhibitions, domestic air & ground shipments and local installations. The Operations Coordinator reports to the San Francisco Manager and will work independently and collaboratively on specific assigned projects.
Responsibilities
Description:
- Coordinate all aspects of Fine Art Shipments and related projects.
Operational Duties:
Undergoing TSA training and maintaining certifications
Communicating with customers, vendors, colleagues, agents, and all other parties involved to coordinate logistics, schedules, budgets, payments, etc.
Preparing estimates and project budgets
Researching and presenting transport schedules and routing options
Making bookings with and completing Job Orders for vendors – crate shops, truckers, art handlers, supervision agents, etc – to book shipments.
Booking airfreight and sea freight
Preparing Import & Export Documentation such as AWBs, Delivery Orders, Packing Lists, etc.
Obtaining and preparing documents for US Customs Entries
Researching US Import and Export regulations for items requiring special permits; Obtaining special permits as needed.
Presenting customers with shipment status updates
Booking courier airfare and hotel accommodations
Client pick up (vehicle required-mileage reimbursed) for courier assistance to/from local museums
Meeting vendors and security agents for supervision at SFO and other job sites
Creating and submitting invoices for services provided
Answering telephone, checking voice mail & missed calls
Assisting colleagues with general office maintenance as needed
Ordering office supplies as needed
Additional Duties:
Participating in client sales meetings and events
Working independently and assisting colleagues with shipments and projects as needed
Requirements
Desired Skills and Experience:
Able to work in-person and remotely
Able to work early mornings, late nights and weekends on occasion, as needed
Vehicle required (mileage reimbursed)
Extremely detail-oriented and highly organized
Excellent verbal and written communication skills
Skilled multi-tasker adept working in a high-paced, high-volume environment with ever changing regulations and protocols