Shipping Associate

ABOUT SOTHEBY'S Established in 1744, Sotheby’s promotes access and ownership of exceptional art and luxury objects through auctions, private sales and retail. Our deep expertise across 70 selling categories is supported by a leading technology platform and a global network of specialists spanning 40 countries. Selling categories include Contemporary Art, Modern and Impressionist Art, Old Masters, Chinese Works of Art, Jewelry, Watches, Wine and Spirits and Design, as well as collectible cars and real estate through RM Sotheby’s and Concierge. Sotheby’s Financial Services is a leading art lender and provides capital solutions for collectors around the world, having originated more than $12 billion in loans since its inception. Sotheby’s new global headquarters is now open at the iconic Breuer building at 945 Madison Avenue in New York City. THE ROLE This role provides essential administrative support to Sotheby’s New York Shipping Department and Traveling Exhibitions (TravEx) Manager. This role will manage procurement workflow, record keeping, and contribute to Shipping and TravEx process refinement. The Shipping Associate is responsible for maintaining all vendor accounts in accordance with contractual terms and agreements for New York Service Operations (Pre-Sale, Post Sale, Private Sales, Bids & Client Services), Regional Office Shipments, etc. RESPONSIBILITIES Daily oversight of the ShippingUSPayables@sothebys.com inbox and responsible for responding to inquires in a timely and professional manner Reconcile differences with the shipping agents and/or Shipping Coordinators and meet payment deadlines Act as a point of contact for Shipping Vendors with queries related to Accounts Payable Supervise the monthly ACH account reconciliation process including reconciling the ACH Account with US Customs Broker on a monthly basis Prepare regular and ad hoc management reporting as requested Reconcile all shippers accounts ensuring that all invoices have been received and have been processed Investigate discrepancies between vendor quotes, parked POs in SAP and the vendor invoices received Reconcile Sotheby’s FedEx, DHL and UPS accounts ensuring payments are made in accor dance with the terms and conditions of the contract Oversee procurement process for TravEx including parking costs for US vendors and logging regional spend Partner with Finance to reconcile billing discrepancies and system variances related to shipping quotes and Customs. Partner with the VP on data pulls relating to department spend and vendor usage.