Dispatcher, Transportation

Overview

At Alchemy, we are working with an international NY fine art shipping company who are seeking a Dispatcher to coordinate and oversee shipments, routes, and schedules for transporting artwork, antiques, and other valuable items. You’ll be a central node between clients, drivers, art handlers, and project managers, ensuring safe, timely, and well-documented movement of art pieces locally, domestically, and possibly internationally.

Key Responsibilities:

• Receive and assign daily transportation requests for fine art, antiques, and artworks, ensuring appropriate resources (vehicles, handlers, packing materials) are allocated.
• Develop and maintain daily, weekly, and project-based schedules for drivers and art-handling crews.
• Monitor in-transit shipments—track progress, update ETAs, and communicate changes or delays to clients and internal teams.
• Coordinate with art handlers, crating/packing teams, registrars, and installation crews to ensure preparation and loading/unloading are done according to art-handling standards.
• Ensure all required documentation is prepared and accurate: bills of lading, work orders, inventory lists, customs paperwork (if applicable), condition reports.
• Liaise with clients, galleries, museums, collectors or their agents to clarify special instructions (e.g. climate control, fragility, frames, mounts) and ensure expectations are met.
• Manage vehicle fleet availability (drivers, van/truck/equipment), track vehicle maintenance and downtime.
• Resolve problems in transit: damage claims, missed delivery windows, route issues.
• Use dispatch or scheduling software (and GPS/tracking systems) to optimize routing, minimize transit risk and delays.
• Ensure compliance with safety, insurance, any regulatory or customs requirements.
• Communicate clearly with all stakeholders—drivers, handlers, clients, vendors—to ensure smooth operations and maintain high service quality.
• Keep records and report on performance metrics: on-time delivery, damage incidents, cost of dispatch operations, utilization of resources.

Skills:

• 2 3+ years experience in dispatching or scheduling, preferably within fine art shipping, galleries, museums, or other art logistics settings.
• Strong knowledge of fine art handling, packing/crating, transport requirements (fragility, climate control, security).
• Excellent organizational, prioritization, and multitasking skills; ability to handle changing schedules and disruptions.
• Strong communication skills (verbal and written), professional with clients and internal teams.
• Proficiency with dispatch/tracking software, GPS systems, spreadsheets; comfortable learning new tools.
• Clean driving record; ability to understand vehicle requirements, possibly coordinate drivers/vehicles; basic knowledge of fleet/vehicle management.