Fine Art Project Coordinator Shipping Logistics

Ship Art International

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Job Title: Project Coordinator, Domestic

Dept: Sales Office

Company Info

Founded in 1987, Ship/Art provides fine art services in the Bay Area, specializing in the handling of high value items. We provide clients around the world with packing, crating, transportation and storage. Ship/Art through it diversification of services is able to work with a vast client base.

Primary Purpose

Coordinate the collection, packing, shipping, and installation of high value artworks, executing projects from start to finish, including budget preparation, and coordinating with multiple departments. Manage and build client relationships, including but not limited to museums, private collectors, and art consultants, providing superb customer service with the goal of cultivating and maintaining long-standing relationships. There is a component of this position that will support Dispatch acting in the capacity of back-up.


To perform this job successfully, an individual must be able to perform each essential function and responsibility satisfactorily. The requirements listed below are representative of the knowledge, skill, and ability required.

  • Comprehensive computer and research skills

  • Ability to multi-task with efficiency and accuracy

  • Demonstrates organizational skills and attention to detail

  • Excellent communication and interpersonal skills

  • Excellent problem solving skills and ability to handle changing priorities throughout the day

  • Knowledge of art handling logistics, including packing standards, medium specificity, packing material types, installation hardware types.

  • Demonstrates flexibility, open to constructive criticism, stress management, and “grace under fire”

  • Able and willing to assist colleagues in time of need and absence, including assisting with client needs

  • Ability to work independently and as part of a team in an open office environment• Understand and follow oral and written directions

  • Establish and maintain effective working relationships with those contacted in the course of work

Job Type: This is a full-time position, M-F from 9-5p


Job Description Duties & Responsibilities

  • Understands domestic shipping, including air freight and fine art shuttles, and art handling standards

  • Manages and/or delegates domestic shuttle tasks, including managing Artex folder system, shuttle schedule on Tracker, documents in Masterfile, as well as communicating with warehouse staff and bookers on shuttle updates

  • Clearly communicate and coordinate with other departments, including registration, packing, crating, and warehouse to execute various stages of projects

  • Follows through with ongoing aspects of projects to successful completion

  • Effectively utilizes Booking Program database to prepare estimates, make paperwork, and bill jobs • Obtains and collects subcontractor costs to prepare estimates

  • Independently inputs and manages jobs on the Tracker local schedule; coordinate with dispatcher for needs of local jobs

  • Coordinates and communicates with art installers, properly preparing for jobs, including prepping materials, providing instructions, delegating responsibilities

  • Books air freight, fine art shuttles, and other sub-contractors for transit jobs

  • Maintains sensitive materials and client discretion

Back-up to Dispatch duties:

  • Process paperwork for local projects at the beginning and end of each day, verifying all details and following up with art handlers and project managers on any incomplete information or questions, as needed

  • Assist the Dispatch Manager in day to day operations, including compiling bills of lading and producing daily truck and art handler schedules

  • Compile billing details on cover sheets once local projects are complete for project managers’ approval

  • Prepare and organize bills of lading for next day to ensure all local projects are properly prepped and ready

  • Assist with managing the local truck scheduling and tracking program, editing and adding details to ensure smooth scheduling of art handlers, trucks, and projects



  • Accuracy and attention to detail

  • Data entry and word processing skills

  • Must be able to sit for long periods of time

  • Must be able to multi-task

  • Must be able to lift 25 lbs

  • Able to work collectively with the sales office team

  • Possession of strong organizational skills

  • Maintain composure in high volume/fast paced environment

  • High school degree or equivalent, Associate’s degree or relevant certification is a plus

Additional Requirements:

  • Requires each incumbent to complete and pass STA application and verification.

  • Requires background check

  • Status must be maintained for the duration of employment at Ship Art International.

How to Apply


If you feel you possess the experience and qualifications outlined, please click the link to apply: or email your resume to for immediate consideration. To learn more about Ship Art please visit All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, national origin, medical condition or disability or protected veteran status. If you need reasonable accommodation for any part of the application and hiring process, please contact the Human Resources Department at (650) 952-0100.

Benefits : Ship/Art International offers a competitive benefits package that includes Medical, Dental, Vision, LTD, AD&D, Paid Time Off, Retirement Savings, 401-k Plan, and free museum memberships.Ship/Art International provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability or genetics. In addition to federal law requirements, Ship/Art complies with applicable state and local laws governing nondiscrimination in employment in every location in which the company has facilities. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, and transfer, leaves of absence, compensation and training.

Shindy Pagba HR Director

Posted on September 16