Project Manager/Logistics Coordinator

Project Manager/Logistics Coordinator – Fine Art & Design Logistics We are seeking a detail-oriented, highly organized Project Manager/Logistics Coordinator to oversee client accounts and end-to-end logistics, including accounts with active or inactive storage. In this role, you will act as a core liaison between clients, the Operations Department, and third-party vendors, ensuring high-value fine art, high-end designer furniture, and antiques are handled according to best practices, with exceptional care and a high degree of accuracy in a rigorous environment. Key Responsibilities Account & Project Management Oversee active client accounts within our proprietary software for inventory tracking, scoping, and bill of lading (BOL) creation. Manage full project life cycles from initial client onboarding and site visits through delivery execution and post-service follow-up. Handle financial administration, including project-specific invoicing, cost estimates, and third-party invoices and invoice approvals. Client & Stakeholder Communication Serve as the primary point of contact for private collectors, interior designers, auction houses, and museum/gallery registrars. Provide clear, proactive communication regarding project scope for on-site installations, collections, and deliveries. Logistics & Fleet Coordination Coordinate domestic and international deliveries, collections, custom packing orders, and staffing requirements with the Operations Department. Manage import/export processes, coordinate U.S. Customs compliance with the Licensed Customs Broker/direct report, and air waybills and bills of lading. Deliver timely estimates and project proposals to prospective clients, regional offices, and third-party shippers. Warehouse & Inventory Oversight Coordinate with the Operations Department regarding storage management, including the inspection and tracking of incoming and outgoing shipments. Maintain meticulous records and inventory in our proprietary software, updating piece counts, dimensions, cubic footage, packing specifications, and visual assets. Conduct daily warehouse walkthroughs to verify packing progress, condition reports, and paperwork completion. Qualifications & Core Competencies Education & Experience: Bachelor’s degree or equivalent industry experience in project coordination or art logistics. Administrative Skills: Advanced proficiency in Microsoft Excel, Microsoft Word, data entry, and database management. Communication: Outstanding verbal and written communication skills with strong business acumen. Technical Knowledge: Working knowledge of fine art handling, white-glove packing standards, and transportation logistics. Attention to Detail: Exceptional organizational skills with the ability to balance multiple client projects simultaneously under tight deadlines. Preferred Qualifications Art & Design Industry Background: Experience working in galleries, museums, auction houses, or interior design firms. Domain Knowledge: Understanding of fine art care, period furniture, and specialized sculpture handling. Customs & Freight Expertise: Deep familiarity with international freight forwarding, import/export regulations, and international customs clearance.

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