Shipping Concierge & Registrar

PRIMARY FUNCTION

The candidate is responsible for all tasks related to shipping, for the NY Watches department.

They will provide support to Watches New York for all their shipping requirements, including inventory management, storage, and documentation. A client facing role, they will interact and liaise directly with international clients in arranging and managing shipments of consignments.  In addition, they will support office and administration matters when required.

Phillips values a workforce with a wide variety of experiences, backgrounds and skills and we encourage you to apply even if you do not meet all of the qualifications.

DUTIES AND RESPONSIBILITIES 

Shipping

Prepare shipping estimates for both inbound and outbound property coming to/from New York.

Liaise and communicate directly with clients via emails, text messages, and phone calls

Coordinate with local shippers and freight forwarders and be the central point of contact between clients, specialist departments and local shippers.

Ensure that all shipments follow local customs and shipping regulations as well as all internal security procedures. In doubt, consult with external contractors/advisers as well as relevant local shipper.

Prepare and process client shipping invoices and associated payments

Coordinate transport domestically or internationally as required and whether these are for touring exhibitions or client related shipping requests.

Preparation and coordination of ATA carnets

Organize and control watch inventory, from receipt of watches and associated accessories, through final deliveries

Oversee and assist in any Phillips shipping matter, in the area of Watches and Exhibitions, which requires experienced oversight and management.

Perform general administrative tasks in relation to shipping and customs procedures.

Be proactive in assisting or trouble shooting any shipping matter for the Watches team.

Continuously improve its knowledge about regulations linked to shipping in the United States and Internationally, linked to import duties and the logistics of our main selling locations including London, Geneva, and Hong Kong.

Continuously research cost and/or time savings measures, including identifying alternative shipping partners, improving processes, equipment, and packaging materials.

Office Administration

Ensure that the office is maintained with excellent working conditions and oversee cleaning standards, general maintenance, courier/post room tasks as well as security systems.

Process invoices and liaise with New York finance department.

Provide punctual support to the New York Operations team for specific local events, exhibitions and auctions.

PROFESSIONAL SKILLS AND EXPERIENCE

Outstanding verbal communications, written, and client relationship skills

Minimum of 5 years working in a similar role and having gained solid experience dealing with international art logistics and shipping

Experience with MS Office Suite and Outlook.

Proven analytic skills (both quantitative and qualitative)

Language skills – Multilingual desirable

EDUCATION AND TRAINING

Equivalent work experience and Bachelor’s Degree, Required

PERSONAL ATTRIBUTES

Detail oriented with special attention to accuracy

Excellent time management skills with the ability to work under pressure and prioritize to meet strict deadlines.

Ability to be flexible, communicative, and work collaboratively in a team environment or on own initiative.

Must maintain confidentiality and discretion in all aspects and be comfortable with flexible working schedule to meet the needs of the Company

WORKING CONDITIONS

Work is undertaken within an office environment in our 432 Park Avenue location.

Additional working hours including some evenings and weekends as needed.

Occasional travel may be required within the tri-state region.

ADDITIONAL INFORMATION

The hourly pay range for the role is $31.25-$36.06 per hour.