Operations Administrator

Role Overview:

The Operations Administrator is responsible for coordinating and executing all aspects of international artwork shipments. This includes liaising with internal teams, external logistics providers, and clients to ensure timely, secure, and compliant delivery and installation of high-value artworks.

Key Responsibilities

Shipping Coordination:

• Manage end-to-end logistics for artwork shipments, including crating, customs documentation, and delivery scheduling.
• Liaise with fine art logistics companies to obtain quotes, confirm schedules, and coordinate delivery and installation timelines.
• Evaluate and compare options based on cost, timing, and client requirements.

Documentation & Compliance:

• Prepare and review commercial invoices, customs declarations, and shipping manifests for international shipments.
• Ensure all documentation complies with customs regulations and internal audit standards.
• Track and manage temporary import/export (TR) timelines and extensions for artworks on loan or return.

Client & Internal Communication:

• Collaborate with client services, post-sale, and sales teams to confirm delivery details, payment responsibilities, and installation requirements.
• Communicate proactively with clients regarding shipment status, delivery windows, and customs procedures.
• Respond to internal queries and coordinate with warehouse and studio teams for collections and returns.

Project Management:

• Maintain oversight of multiple concurrent shipping projects, ensuring deadlines are met and issues are escalated appropriately.
• Participate in regular shipping team meetings to update on project status and resolve operational challenges.

Skills & Experience Required:

• Proven experience in logistics or operations within a fine art, luxury goods, or high-value asset environment.
• Strong understanding of international shipping regulations and customs processes
• Great communication skills, with the ability to manage multiple shipments
• Detail-oriented with strong organisational and time management abilities.
• Proficiency in Microsoft Office and logistics platforms; familiarity with SharePoint and Teams preferred.