Experienced Shipping Professional - New York, NY
Pace Gallery is seeking an experienced Shipping Professional to organize and oversee all international and domestic fine art shipping logistics related to incoming and outgoing inventory, including consignments, approvals, loans, purchases, gifts/donations, exhibitions, art fairs and sales. The ideal candidate will have a deep understanding of, and dexterity, with world-wide customs/import/export/VAT related practices and requirements and will serve as an in-house authority in helping to establish shipping “best practices” for the gallery’s world-wide locations.
This position is ideal for a candidate who is thorough, hardworking, and who takes pride in their work, where no task is too big, or too small. Qualified candidates should be able to work inter-departmentally to ensure the highest quality of service for the gallery, their artists and clients. Attention to detail, a positive, cooperative attitude, and the ability to see the “big picture” are essential. Focus on artwork safety and cost effectiveness are also paramount.
Responsibilities
- Work with other gallery shippers and locations to coordinate and oversee all international and domestic shipments in and out of the gallery and related locations.
- Work closely with the Registrar Department and Dealer offices to assess projects and ensure the safe and effective packing, transportation, storage, and processing of artworks for all movements; local, domestic and international.
- Liaise with and offer guidance as needed to galleries, clients, auction houses, artist studios, estates and museums on packing, shipping and installation of artworks.
- Manage annual shipping budget, working closely with Accounting and Operations staff. Provide projections, give annual budget updates, perform reconciliations. Take responsibility for limiting and controlling overall shipping costs.
- Prepare and maintain all necessary documents and transport licenses relating to international and domestic shipping, ensuring timely delivery that follows Pace Gallery policies and guidelines for export and import activity.
- Monitor locations and customs statuses, and import/export deadlines, to ensure timely returns and extensions as needed.
- Work closely with appropriate departments to organize all logistics relating to art fairs.
- Take the lead in helping to establish new protocols for international inter-gallery shipments and art fairs with a focus on cost effectiveness.
- Evaluate current packing and handling procedures and implement improvements when necessary.
- Negotiate and obtain the lowest freight rates from carriers, vendors, and freight forwarders, ensuring highest level of quality service.
- Actively manage existing relationships with shipping vendors and develop creative ways of managing repeat shipments.
- Review all shipping requests that are received, confirm accuracy, and problem-solve any issues that might arise.
- Maintain monthly shipping report and maintain cost of freight reports (both FOB and inland Freight that is billed to client).
- Work closely with the Accounting Department to timely review, approve, and properly code shipping invoices for payment and track all costs; reconcile outstanding invoices on a monthly basis.
- Provide shipping documents and proof of delivery to the Accounting Department for all audits.
- Work with international Shipping staff to identify and implement cost-saving measures and efficiency-boosting protocols for all shipments.
- Exhibit leadership and provide expertise related to all shipping matters with a focus on time-sensitive/high-value/complex projects.
- Anticipate shipping-related hurdles and guide department and related staff in strategizing for most effective management of projects.
- Participate in other Shipping related projects as necessary.
Qualifications
- BA Degree in related field.
- Five (5) or more years of experience working for either a fine art gallery, auction house, or art shipping vendor; must have proven experience booking diverse shipments, trouble-shooting complex packing and shipping issues and juggling multiple projects at once with the ability to effectively prioritize.
- Extensive knowledge of, and comfortability with, art handling, packing, shipping, condition reporting, and freight principles.
- Comfortability with, and knowledge of, particulars for booking air, truck and ocean transfers.
- Must possess excellent knowledge of US tax and international insurance and customs regulations, as well as import and export documentation.
- Demonstrated experience with carrier negotiations that produce noteworthy results.
- Must be extremely detailed oriented and organized.
- Excellent computer skills, PC/Mac platforms, and strong familiarity with database programs.
- Must possess a professional, positive work demeanor and the ability to work effectively with vendors, clients, and co-workers.
- Excellent communication and interpersonal skills, with proven ability to take initiative and build strong, productive relationships.
- Strong work ethic with an ability to manage heavy workload while efficiently and effectively prioritizing responsibilities to meet deadlines and deliver results.
- Excellent ability to manage budgets and keep detailed records.
- A working knowledge of and passion for modern and contemporary.
This position is based at our Chelsea New York office with a Monday through Friday schedule. In addition to a dynamic and progressive work environment, Pace offers a competitive benefits package, including medical, dental and vision insurance, retirement plans with a company match, flexible spending accounts, and commuter benefits. We encourage a healthy work/life balance and offer a generous vacation policy.
To apply for this position please submit a cover letter and resume to jobs@pacegallery.com, with ‘Experienced Shipping Professional,’ in the subject line.
Pace is proud to be an equal opportunity employer and will consider all qualified applicants regardless of race, color, ancestry, religion, sex, national origin, sexual orientation, age, citizenship, marital status, disability, gender identity or expression, Veteran status, or any other legally protected status.
