PROGRAM MANAGER - MEMORABILIA LOGISTICS

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Job description

Overview:
The Memorabilia Logistics Program Manager plays a critical role in managing the intricate process of shipping high-value, delicate commodities to and from various countries worldwide. This position requires a deep understanding of international logistics, customs regulations, tariff management, and the ability to liaise with local brokers, suppliers, and carriers across multiple countries.

Responsibilities:
Key Responsibilities:

Commodity Handling:

Responsible for the transportation and logistics of delicate, high-value commodities, such as memorabilia and rare items.

Ensure proper packaging, handling, and storage of commodities to prevent damage during transit or storage.

Handle internal and external import documentation, such as Import (Return) Proforma Invoices, Importers Declarations, Shippers Declarations, and Shippers Letter of Instruction.

Prepare essential export documents, including Export Proforma Invoices and Packing Lists.

Customs and Broker Relations:

Act as a liaison with local authorities and government agencies to resolve any customs-related issues.

Serve as the primary contact for US Customs, Homeland Security, and partner Customs Brokers.

Ensure smooth communication and cooperation with customs and broker representatives.

Address any requests for additional information from Customs, ensuring compliance with regulations.

Gather requested information, which may include Original AWBs or BOLs used for export and Provenance Information.

Shipment Coordination:

Via TMS database, provide Warehouse Staff with packing lists to be used for all domestic and international shipments that can be used for both outbound packing of shipments and inbound check-in of shipments.

Via TMS database and label software, Provide Warehouse Staff with object labels for any shipments going to Frame Vendors.

Via the Warehouse Manager's assessment of a shipment, order crates as needed.

Collaborate with international / domestic carriers and freight forwarders to arrange transportation for shipments.

Negotiate freight rates and ensure timely delivery of goods.

Coordinate and prioritize multiple shipments, aligning them with the agendas and on-site presence of team members.

Coordinate memorabilia loan logistics including courier trips, COI's, and specialized packing. All pertinent information to be added to the Loan Module in the TMS database system.

Coordinate movement of newly acquired memorabilia and research any special needs (ie. Shipment of Classic Vehicle, large lots from Auction Houses).

Ensure on-time delivery and seamless logistics operations.

Request and compare quotes for shipping services, selecting the most cost-effective and efficient options.

Coordinate and manage the logistics of shipments, ensuring timely delivery.

Coordinate regular courier shipments (FedEx, DHL, UPS) as needed, receiving shipment information from staff (including obtaining quotes, generate labels, and arrange for pick-up of shipments with courier services).

Track and follow up on the receipt of shipments, ensuring timely and secure delivery. Once movements have been confirmed, verify or reconcile location changes in the TMS database.

Prioritize and manage multiple shipments simultaneously, ensuring on-time delivery and compliance with all regulations

Risk Management:

Identify potential risks in the logistics process and implement strategies to mitigate them.

Ensure proper insurance coverage for high-value shipments.

Act as the point person for reconciling shipping costs with the division's Cost Controller.

Follow up on payment issues related to shipping expenses.

Archiving, Documentation and Record Keeping:

Work with the Memorabilia Database Manager to adapt and use the Shipping Module available in TMS database to track and integrate shipping data with the object history.

Manage constituent record creation in TMS database for all shipping related parties (ie. freight forwarders, storage facilities, and all Hard Rock venues. This includes addresses, contacts, and any specific shipping instructions needed (dock height, special handling instructions, billing notes, shipping and insurance requirements etc.).

Manage both digital and hard copy archiving of all shipping-related correspondence and documents, maintaining an organized record of all communications. This includes establishment of additional network drive if needed, a full review and organization of historical documents (BOL's, Shipping Invoices, AWB's, Customs Documents etc.), and scanning of all non-digitized documents ranging from late 1970's through 2018 (or any new docs as needed). In addition, all internal documents from 2018-present to be consolidated.

Create and maintain accurate shipment documentation, including bills of lading, invoices, packing lists, and airway bills, or any other customs requested documents via the collection records database (TMS).

While verifying all the data for the above documents, work with collection and warehouse staff to gather information and update any empty or outdated data in the TMS database (i.e. countries of origin, materials, weights, dimensions, etc.).

Verify all documentation complies with local and international regulations.

Request and obtain import/export records from international shipping partners for archiving.

Communication and Coordination:

Maintain clear communication with various stakeholders, including suppliers, clients, customs brokers, and internal teams.

Coordinate with local agents and partners to resolve logistics challenges.

Maintain a comprehensive calendar of all pending and completed shipments using tools like Outlook or other interfaces.

Communicate shipment schedules to warehouse personnel, considering dock, staffing and warehouse operation hours.

Participate in early meetings to determine timelines for shipments and assess special import/export needs or situations, including required documentation.

Collaborate with internal teams to plan logistics for memorabilia shipments, taking into account specific requirements for certain materials.

Qualifications:
Several years of experience in international logistics with a focus on high-value, delicate commodities.

Knowledge of international trade regulations, customs laws, and HS codes.

Strong attention to detail and ability to multitask.

Excellent communication and negotiation abilities.

Prior experience in memorabilia or valuable item logistics is a plus.

Problem-solving skills and the ability to adapt to changing circumstances.

Familiarity with various transportation modes (air, sea, road, rail).

This job description outlines the responsibilities and qualifications for a Memorabilia Logistics Program Manager, with a focus on prepping, documentation, and international shipments.

Additional Details:

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