Operations Coordinator

Location

• Los Angeles, CA

Work Schedule

• Schedule varies based on workload and may require after-hours and weekend availability.

Key Responsibilities

• Coordinate all aspects of domestic and international fine art shipments and related projects for the Los Angeles Museums & Exhibitions team.
• Complete and maintain required TSA training and certifications while ensuring shipment compliance with applicable TSA regulations.
• Coordinate logistics with clients, vendors, carriers, agents, and internal teams to manage schedules, budgets, documentation, and project requirements.
• Prepare project estimates, budgets, and transportation plans, including routing recommendations and scheduling.
• Open and manage shipment files for import, export, domestic, and international movements.
• Arrange transportation services by booking airlines, trucking companies, crate shops, art handlers, supervision agents, and other service providers.
• Prepare and process shipping and customs documentation, including air waybills (AWBs), packing lists, delivery orders, AES filings, and other import/export documents.
• Research import and export regulations, obtain required permits, and coordinate U.S. Customs entry documentation.
• Prepare shipment and courier itineraries and provide clients with timely shipment status updates throughout the project lifecycle.
• Create and submit invoices, ensuring accurate billing and project documentation.
• Provide administrative and operational support to the Los Angeles and U.S. Museums & Exhibitions teams.
• Participate in client meetings and events and collaborate with colleagues to support additional shipments and special projects as needed.

Qualifications

• Bachelor's degree preferred, or equivalent combination of education and relevant work experience.
• Interest in logistics, transportation, supply chain management, freight forwarding, fine art handling, or international trade.
• Strong organizational skills with the ability to manage multiple tasks, priorities, and deadlines in a fast-paced environment.
• Excellent verbal and written communication skills, with the ability to interact professionally with clients, vendors, carriers, and internal teams.
• Detail-oriented with the ability to prepare, review, and maintain accurate documentation and records.
• Proficiency in Microsoft Office Suite, including Outlook, Excel, Word, and Teams.
• Ability to learn transportation regulations, import/export procedures, TSA requirements, and other industry compliance standards.
• Self-motivated team player with strong problem-solving skills and a willingness to take initiative and learn new processes.
• Don't meet every single requirement? We are dedicated to building an inclusive and authentic workplace, so if you’re excited about this role but your experience doesn’t align perfectly with every qualification in the job description, we encourage you to apply anyway. You may be just the right candidate for this or other roles.

What The Rock-It Company Will Offer You

Benefits & Perks That Rock!

• Recharge & Reset: Enjoy a generous PTO package with 18 vacation days, 2 floating holidays, 7 sick days, and 11 paid holidays annually. We know work-life balance is key.
• Your Health, Our Priority: Comprehensive medical, dental, and vision plans are just the start. Get employer contributions to your HSA if you choose a high-deductible health plan, plus access to convenient telemedicine through MDLive and mental health support through our Employee Assistance Program.
• Financially Fit: Secure your future with our 401(k) match and comprehensive employer-funded insurance (Basic Life, AD&D, Short-Term Disability, and Long-Term Disability).
• Family Matters: Welcoming a new addition? We offer generous paid parental leave for all parents.
• Perks with a Purpose: Grow professionally with Continuing Education Reimbursement, give back with Charitable Donation Matching, and even snag free tickets to client events (when available)!
• Culture Club: We love to celebrate! Join us for regular company events like birthday lunches, sports outings, volunteer opportunities, and more.
• Optional Add-Ons: Customize your benefits with supplemental insurance (accident, critical illness, hospital indemnity) and pet insurance through MetLife.
• Sweet Savings: Score potential discounts on home and auto insurance through Farmers Insurance.
• The Rock-It Company is committed to the inclusion of all qualified individuals. As part of this commitment, Rock-It will ensure that persons with disabilities are provided with reasonable accommodation for the hiring process. If reasonable accommodation is needed, please contact hiring@rockitcompany.com . Rock-It provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to legally protected characteristics under applicable federal, state or local law pertaining to the employee’s state of employment.