Shipping & Operations Coordinator

Description Location: Upper East Side, Manhattan, NYC Hours: Full-time, five days a week, 10:00–6:00 (37.5 hours/week). Saturday availability is required. Salary: $50,000 Reporting to: Gallery Manager We are looking for a reliable, meticulous and proactive Shipping & Operations Coordinator to join our New York team. This is a hands-on role, and shipping, logistics and operations are the core of it: packing and dispatching rare books and works on paper, handling couriers and customs documentation, keeping detailed shipping logs, moving and caring for stock, preparing for book fairs, and ensuring that the gallery runs smoothly day to day. The position is entry-level, but we are looking for someone to take real ownership of it. Shipping and operations in New York will be this person's department to run, and there is room to grow as this side of the business expands. At least one year's experience in shipping, logistics or operations is preferred. Short of that, we will consider candidates who can demonstrate a real interest in the work and a willingness to learn it properly. Duties will include, but are not limited to: Shipping & Receiving Package and prepare books, prints, artworks, and other items for both international and domestic shipping. Coordinate with the UK shipping team to prepare shipping labels and supporting documentation for US and international deliveries. Liaise with couriers and postal service providers to ensure timely and cost-effective deliveries. Deliver goods locally between Peter Harrington New York, bookstores, galleries, auction houses, trade fairs, and clients. Log incoming and outgoing goods and maintain accurate, well-organized records. Assist with the organization and setup of book fairs, including staffing arrangements and packing and unpacking book fair trunks. Apply protective coverings and ensure the appropriate care of incoming and existing stock. Perform porterage and internal circulation of items. Logistics & Compliance Manage accounts and relationships with couriers, freight forwarders and postal providers; obtain quotes and ensure deliveries are timely and cost-effective. Prepare and check customs documentation for international shipments, including commercial invoices, tariff codes and country-of-origin declarations. Arrange transit insurance, ensure values are declared correctly, and handle claims for loss or damage. Track consignments through to delivery, resolving delays, customs holds and missing parcels. Monitor shipping costs against budget and recommend improvements to carriers, materials or process. Maintain and improve the department's procedures and documentation so that shipping runs consistently and can be picked up by others when needed. Operations & Facilities Take day-to-day responsibility for the smooth running of the New York premises. Schedule and oversee facilities projects from start to finish with minimal supervision, liaising with contractors and building management. Carry out basic repairs and maintenance, and keep the gallery and office presentable — including tidying, dusting, and ad hoc or emergency cleaning. Manage the layout and upkeep of office and gallery space: furniture, equipment, storage and removals. Maintain inventory of office, kitchen and packing supplies, reordering proactively so that nothing runs out mid-shipment. Act as the first point of contact for IT issues on site, liaising with the IT department in London and with external vendors. Run occasional business-related errands as required. Bookfairs & Events Prepare stock for fairs: packing and unpacking trunks, preparing lists, and ensuring shipments arrive on schedule. Assist with the organisation and set-up of book fairs, including staffing arrangements and stand build. Assist with the set-up and coordination of gallery events and other ad hoc activities, liaising with venues and external suppliers. Essential Skills and Experience Previous experience handling, packing, or shipping valuable, fragile, or collectible items. Stellar time management skills. Meticulous attention to detail. Initiative and a proactive approach to responsibilities. Ability to work under pressure and manage competing priorities. Proficiency in Microsoft Office. Excellent written and verbal communication skills, along with strong numeracy. Strong interpersonal skills, with the ability to communicate effectively at all levels. Professionalism and confidence when interacting with a diverse range of clients and colleagues. Effective team player with a collaborative approach.