Constantine is a leading international art logistics company for Private Collectors, Museums and Galleries. With over 130 years’ experience and worldwide recognition in fine art transportation, Constantine combines their unrivalled knowledge and expertise with the latest technical innovation in secure storage and project management. Department: Museums & Exhibitions Team Reports to: Account Manager & Team Leader Reports overall: General Manager Main purpose of the job: To perform general administrative duties and provide support to the Exhibitions Team, to both Coordinators and Managers. Duties and Responsibilities: • Setting up of projects on LEO (our bespoke database) – confirming an Estimate into the relevant Coordinator/Managers name, as well as their own. Adding of lenders and Objects, setting up Proformas, grouping items which are already packed/cased, provisionally setting up case orders for processing by the Coordinator/Manager, • Setting up Shipment Headers per shipment (and completing lender check lists per lender where necessary) and ensuring that the information on LEO is up to date at all times. Following the system of Required, Prepared, Checked & Sent to keep track of the completion of tasks inside the check lists. • When requested, to correspond with International Agents and other clients, to discuss job schedules, courier requirements, packing requirements, etc. At all times to work in a professional and consistent manner, responding to emails in a timely fashion, keeping your responsible Coordinator/Manager cc’d into all correspondence. • To arrange, when requested, transport bookings within LEO using the Transport Module, ferry bookings, setting up of Road schedules, preparing Transport notes, CMR documents, for the Coordinator/Manager to check and finalise. • To arrange, when requested, Train tickets/air tickets for Couriers, per diem requests to accounts, preparation of Per diem envelopes, Courier Itineraries, for the Coordinator/Manager to check and finalise. • Preparation of Export Licence applications / CITES applications, for the Coordinator/Manager to check and finalise. • Liaising with the Ops team, Airport team, Warehouse team, Technicians, Estimates team and any other relevant department, as required, at all times maintaining effective and professional correspondence. • To keep your desk tidy and adhere to the clear desk policy. Any confidential paperwork should be locked in drawers out of sight at the end of the day. Ensure that your computer screen is locked when you are away from the desk. • To prepare (if requested) invoices for small projects, for the Coordinator/Manager to check and finalise. • To scan/save copies of all relevant documents to the correct LEO shipment header, including Export Licences, Proforma, AWB and Import/Export Customs Entry. • Keeping the LEO client database up to date with correct addresses, contact details for clients, couriers etc. If duplicated addresses are found, notify your line manager. • To work at times as may be reasonably required, besides the normal Mon – Fri core office hours. • Any other duties that may be delegated to you, for example supporting any member of staff at any given time. • To attend any in house training as directed, e.g. Airport, Packing & Casing, Installing/Deinstalling, Customs, Licencing Rules, Courier, Transport Regulations, as well as spending time in the warehouse and with the road technicians to gain understanding of the overall workings of the company. • To attend any private views and client visits as mutually agreed with your Coordinator/Manager General office duties: • Answering telephone calls, transferring enquiries to the relevant team/person. • Always speaking to clients in a professional and courteous manner, representing the company at all times. What we are offering: Salary as above. Life Assurance. Electric car scheme. Museum Association Card. Annual leave increases every 3 years. Company pension scheme matched up to 6%. YuLife Wellbeing App (24/7 Digital GP, EAP & in-app rewards) Opportunity for growth through our training and development programme. Cycle to work & travel to work loan scheme (available after probationary period). 20 days holiday 3 days allocated by the company (normally between Christmas & New Year's). We foster a work environment that is inclusive as well as diverse, where our people can be themselves. Every idea and perspective is valued so that our services reflect our company values - our team members and clients.