Logistics Coordinator

THE ROLE

Sotheby’s is seeking a highly organized and detail-oriented Logistics Coordinator to support the movement, intake, and tracking of property across our three New York sites: Long Island City (LIC), York Avenue, and the Breuer Building. This role blends logistics coordination with registrar-adjacent responsibilities and plays a vital part in maintaining the accuracy, condition, and timely handling of property throughout its exhibition lifecycle—from initial transfers to return. 

The Logistics Coordinator will assist with loop truck scheduling, coordinate property transfers for exhibitions and Private Sale, book the Breuer dock, and perform property intake and “lite” condition verification. The ideal candidate will be proactive, flexible, and deeply collaborative across departments. 

RESPONSIBILITIES

Working in collaboration with the Logistics Manager and Supervisor: 

Cross-Site Property Tracking & Coordination 

• Maintain detailed records of all property transferring from LIC and York Avenue to the Breuer for exhibitions and Private Sale appointments.
• Track piece count, tagging, condition status, and documentation to ensure accuracy and accountability.
• Coordinate return transfers following exhibitions, reconciling paperwork and ensuring safe repackaging.
• Communicate regularly with Inventory Control, Registrar, and Specialist teams to ensure clear handoffs and status updates. 

Property Intake & Condition Verification (Registrar Support) 

• Conduct “lite” condition verification upon arrival of works at the Breuer or York Avenue.
• Confirm piece count, tagging, pre-existing conditions, and accuracy of shipping documentation.
• Photograph incoming works and maintain visual condition records in internal systems.
• Collaborate with the Registrar and Inventory teams to reconcile discrepancies and ensure audit readiness. 

Private Sale Logistics 

• Serve as the key logistics point of contact for Private Sale viewings and client appointments, ensuring timely and secure movement of property across sites.
• Manage the intake, staging, repackaging, and return process for Private Sale property.
• Work closely with Private Sale teams and the Gallery & Viewing Coordinator to meet viewing schedules and presentation standards. 

Loop Truck & Transfer Scheduling 

• Assist the Logistics Manager in scheduling Sotheby’s loop truck for ad hoc and sale-specific transfers between LIC, York Avenue, and the Breuer.
• Ensure proper documentation, timing, and communication of all scheduled transfers.
• Monitor delivery timelines and escalate delays or conflicts as needed. 

On-Site Property Movement & Support 

• Coordinate internal movements of property between storage, galleries, and salons to support exhibitions and appointments.
• Ensure works are handled according to Sotheby’s safety and security protocols.
• Support Art Handlers and Project Leads with information, access, and updated schedules. 

IDEAL EXPERIENCE & COMPETENCIES

• Bachelor’s degree or equivalent work experience
• 1–3 years of experience in logistics, registrar support, or collections management in an art, gallery, or museum setting
• Strong understanding of art handling, condition reporting, and inventory tracking
• Highly organized with excellent record-keeping and communication skills
• Comfortable working across multiple sites with shifting priorities
• Collaborative, team-oriented, and solutions-driven
• Experience with inventory databases and internal scheduling systems preferred
• Flexibility to work overtime and weekends as required 

The expected hourly rate for this position ranges from $26/hour - $31/hour. Employees in this role may be expected to work overtime, and will receive additional pay at the applicable overtime rate. In addition to hourly wages and overtime, successful candidates will be eligible for benefits as required by law. Our offers are based on a wide range of factors including relevant skills, training, experience, education, and, where applicable, licensure or certifications obtained. Market and organizational factors are also considered.

Client-provided location(s): New York, NY

Job ID: 5647400004

Employment Type: OTHER

Posted: 2025-09-10T23:29:22