Cape Town: Shipping Coordinator posted by FROGG Recruitment

About the Role

We are seeking a detail-oriented Shipping Coordinator to manage the movement, handling and documentation of artworks in Cape Town. The role covers local, national and international shipments, support for exhibitions and fairs, condition reporting, supplier coordination and day-to-day inventory and courier management.

Key Responsibilities

• Coordinate all incoming and outgoing art shipments (local, national, international): booking couriers/freight forwarders, arranging pickups/deliveries, tracking transit and ensuring timelines are met.
• Prepare and review shipping documentation: commercial invoices, bills of lading, ATA Carnets, customs declarations, import/export paperwork and courier paperwork.
• Oversee packing and crating specifications; liaise with specialist packers and monitor packing quality and materials used.
• Produce and manage condition reports for outgoing and incoming works; maintain accurate records and photographic documentation.
• Support logistics for exhibitions, fairs and loans: scheduling, courier bookings, installation/deinstallation logistics, pre- and postfair storage and movement.
• Coordinate with registrars, curators, conservators, installers, lenders and clients to confirm requirements and schedules.
• Maintain inventory and shipment tracking systems; update movement logs and upload documentation to the gallery’s records system.
• Manage relationships with freight forwarders, carriers, art handlers, customs brokers and insurers; obtain quotes and negotiate service terms when required.
• Assist with insurance valuations and claims coordination as needed.
• Check and process supplier invoices; flag discrepancies and work with finance to resolve billing issues.
• Ensure compliance with relevant regulations (CITES, cultural property laws, customs requirements) and implement handling and storage standards to protect works.
• Assist with storage management, condition checks and environmental monitoring of stored works.
• Provide hands-on support during installs, deinstalls and fairs (may include manual handling and on-site coordination).
• Contribute to continuous improvement of logistics processes, packing protocols and loss-prevention practices.

Requirements

• Grade 12 with relevant Logistics / Supply chain or similar qualification
• 5+ years experience in art handling, gallery/museum logistics, fine-art shipping or specialist courier/freight operations; experience with exhibitions and fairs is highly desirable.
• Practical knowledge of packing/crating techniques, condition reporting and conservation-aware handling.
• Familiarity with international customs procedures, ATA Carnets and import/export documentation.
• Strong administrative skills and attention to detail; excellent record-keeping.
• Proficient with Microsoft Office (Excel essential) and comfortable using inventory/shipping or asset management systems.
• Strong communication and stakeholder-management skills; client-facing confidence.
• Valid drivers license and willingness to undertake local travel and occasional out-of-hours work (fairs, installs).
• Physically able to support occasional manual handling tasks and follow health & safety procedures.

Qualifications

No specific qualifications mentioned in the original job description.