Operations Coordinator

Responsibilities

• Complete and maintain required Transportation Security Administration (TSA) training and certifications.
• Coordinate logistics, schedules, budgets, payments, and project requirements with customers, vendors, agents, colleagues, and other stakeholders.
• Prepare project estimates and budgets.
• Research and present transportation schedules and routing options.
• Recommend appropriate packing solutions for fine art shipments.
• Book air freight with airlines and ocean freight with steamship lines.
• Coordinate export shipments in compliance with applicable procedures and regulations.
• Coordinate import shipments and U.S. Customs clearance procedures.
• Prepare export documentation, including Air Waybills (AWBs), delivery orders, packing lists, and related shipping documents.
• Provide in‑person coverage of Fine Art and accompanying courier at the local airport/airline.
• Obtain and prepare documentation required for U.S. Customs entries.
• Ensure compliance with TSA regulations for domestic and international shipments.
• Coordinate required permits and regulatory documentation, including those for the U.S. Fish and Wildlife Service, USDA, OFAC, and other government agencies.
• Research and compile project schedules, shipping requirements, and critical deadlines.
• Prepare and submit invoices for services provided.
• Provide on‑site documentation and courier support at local airport(s).

• Adaptable with a commitment to continuous improvement.
• Highly organized with the ability to manage multiple priorities.
• Ability to thrive in a fast‑paced, dynamic environment.
• Strong verbal and written communication skills.
• Results‑oriented with a strong sense of ownership and accountability.
• Collaborative team player with a positive, proactive attitude.

Demonstrates expertise in coordinating logistics and compliance for fine art shipments, including U.S. Customs clearance and TSA regulations. Proficient in preparing project estimates, budgets, and export documentation while ensuring adherence to applicable procedures and regulations.