When a gallery or an artist prepares a shipment, the magic of Moviiu often lies in its simplicity: a few clicks on our client portal, a ready-to-use high-performance packing kit, and a parcel safely on its way to New York, London or Tokyo.

But behind this seamless, automated, digital experience, who actually makes sure that every step of the journey goes off without a hitch?

That is the essential role of our logistics coordinators, the beating heart of our operations. To better understand their day-to-day work, we spoke with Iliès, our Country Manager for Switzerland and head of Moviiu’s coordinators. Combining technical rigour, anticipation and a human touch, he walks us through the inner workings of this behind-the-scenes profession that is vital to the safety of your artworks.

Anticipating risks: rigorous checks before departure

The logistics coordinator’s work begins long before the parcel leaves the studio or the gallery. Every artwork is unique, fragile and subject to specific constraints.

Before a shipment is approved, the coordinator carefully reviews the file:

• Checking the artwork type: A freshly painted oil canvas, a framed photograph under glass or a bronze sculpture do not have the same requirements. The coordinator makes sure the selected configuration of our specialised packing solutions (Tyvek sleeve, cushioning foam, modular corner protectors) is 100% suited to the piece.
• Consistency check of the information: They verify that all the data entered on the shipping and customs documents (pro forma invoice, supporting paperwork) is complete and accurate, to minimise the risk of hold-ups at the border.

“The most common mistake before departure is incomplete contact details, such as a missing phone number, or a description of the artwork that is too vague. When the client provides the actual invoice, we can adjust the description straight away to ensure smooth customs clearance.”

Dynamic monitoring and proactive handling of the unexpected

Express international shipping, and international fine art shipping in particular, is a living environment, exposed to weather conditions, flight delays and unplanned customs inspections.

This is where the logistics coordinator’s added value really comes into its own: rather than reacting to problems, they stay ahead of them through attentive monitoring and flawless coordination with our trusted partners.

To guarantee optimal safety and efficiency, Moviiu relies on a network of leading carriers, rigorously selected for their reliability and operational excellence.

Thanks to our digital control tower, the coordinator tracks every parcel in real time and draws on this elite network to step in immediately:

• Agile coordination with our trusted partners: In direct contact with key people within our specialised partner networks, the coordinator adjusts routes and gets the logistics chain moving again without losing a moment.
• Proactive administrative management: If a foreign customs authority requests a supporting document or clarification, the coordinator sends the required paperwork immediately and assists clients before the situation has any impact on the delivery schedule.
• Transparent communication: They keep the gallery or the artist clearly informed, removing any anxiety for both sender and recipient.

“As soon as a parcel is held abroad, the absolute priority is to open a case with the carrier right away. This lets us find out the exact cause of the hold-up (missing document, tax ID or duties to be paid) and adapt our approach instantly. Given the new international requirements on the movement of artworks, our role is to guide clients step by step. Even on highly complex cases, such as the export of antique art, we do everything we can, working with the client, to get things moving again.”

The trusted point of contact for galleries and artists

Beyond technology and algorithms, art logistics remains a deeply human endeavour. Entrusting a one-of-a-kind artwork to a carrier requires trust.

The logistics coordinator is the dedicated contact who understands the intrinsic value of what you are shipping. They provide tailored support:

• Personalised advice for complex shipments or high-value pieces.
• Monitoring of the final hand delivery, making sure the unpacking experience at the collector’s is flawless and secure.
• Support with customs clearance to ensure your proof of export is correctly recorded.

“If I had to sum up my role in a single word, it would be Facilitator. Our mission is to simplify every step of the process, to reassure the client and to take on the full logistical complexity so they can focus solely on their creative work. ”

The perfect blend of engineering and human expertise

At Moviiu, we firmly believe that the best technology can never replace the eye and judgement of a passionate expert.

Through the daily work of our logistics coordinators, we combine the power of our digital platform, the strength of our patented packaging and the peace of mind of tailored human follow-up. With them, your artworks are not simply shipped: they are protected every mile of the way.

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