Department Coordinator, Fine Art

Description

Company Culture

At Freeman’s we believe that people are enriched and energized when they are surrounded with objects of significance and meaning. Freeman’s is one of the leading and fastest growing fine art auction houses in the U.S. Our values are evident in how we approach the marketplace, providing unmatched service, a focus on excellence, and holding the utmost respect for our clients and the items we steward. As a globally recognized brand, we conduct over 100 auctions each year for everything from contemporary paintings and fine jewelry to French furniture and rare books. With six salerooms in Chicago, Cincinnati, Denver, New York, Palm Beach, and Philadelphia, we stay locally relevant while passionately catering to our global sellers and buyers.

Position Summary

The Department Coordinator works with the Fine Art department to ensure all aspects of the consignment process are done in an efficient and effective manner, including all consignor communications, paperwork, and auction preparation. The Department Coordinator passionately supports the Freeman’s brand in daily interactions with clients and team members, and by following the five principles of the client interaction guidelines in all communication.

Key Responsibilities

• Build rapport and manage department-specific clients through the consignment process from initial contract through sale of property.
• Ensure all consignor paperwork is received, correct, and entered into appropriate databases.
• Communicate estimates, suggested reserves, chargebacks and name designation to consignors on behalf of the specialists and enter this information into appropriate databases, acting as gatekeeper to department sales.
• Answer consignor and client inquiries; resolve consignor and client concerns and/or problems
• Assist the coordination of client property prior to arriving, update inventory system, tag property, and confirm property receipt with client.
• Assist the Business Development and Marketing departments to make sure all marketing/catalogue production/photography contractual obligations are met.
• Support the department with research and authentication, and cataloging for sales as needed.
• Maintain general department interest lists and interest lists for specific lots for upcoming sales.
• Coordinate condition reports and other administrative tasks for the department.
• Coordinate the staffing of department previews and auctions.
• At times act as gatekeeper for assigned department sales, owning all of the administrative components for the assigned auction.
• Oversee the successful completion/close of consignments including notifying clients of sale results, advising consignors on unsold property, updating auction databases, confirming settlement letters, and sending commission checks.
• Designate unsold objects to either future sales or organize the return of the items to clients.
• Given the global nature of our business, we may work outside of normal business hours or across departments (e.g., with Accounting or Operations) to assist clients with particular needs.
• Other duties as assigned.

Education & Experience

• Bachelor’s Degree in Art History or related field preferred.
• Minimum of 2-3 years’ administrative or customer service work experience, especially in the auction and/or arts field.

Skills

• Exceptional organizational, communication, and interpersonal skills.
• Strong client service orientation with professionalism and discretion.
• Detail-oriented with excellent follow-up, multitasking, and time management abilities.
• Proficient in Microsoft Office applications (e.g., Word and Excel).
• Able to thrive in fast-paced environments, work under pressure, and meet strict deadlines.
• Highly motivated and eager to contribute to a dynamic team.

Values

• Excellence: Setting the standard in auction and appraisal services through expertise and meticulous attention to detail.
• Integrity: Upholding honesty and transparency in all interactions with clients, partners, and colleagues. 
• Judgment: Incorporating experience, empathy, and integrity to always deliver client centric decisions and actions that uphold our brand. 
• Collaboration: Working together with our team and clients to achieve shared goals and exceed expectations. 
• Responsiveness: Delivering timely and tailored solutions to meet the unique needs of every client.

What We Offer

• 401(k) Retirement Savings Plan with Company Match.
• Comprehensive Health Coverage – Choose from Medical, Prescription Drug, Vision & Dental Plans (PPO & HDHP options available).
• Generous Paid Time Off.
• 11 Paid Holidays – Enjoy 11 company-paid holidays throughout the year.
• Extended Holiday Office Closure.
• Up to 12 Weeks of Fully Paid Parental Leave.
• Company-Paid Short Disability Insurance.
• Company-Paid Group Life Insurance.
• Employee Assistance Program (EAP).
• Flexible Spending Account (FSA).

Physical Needs

• Perform light physical tasks, including lifting and moving items such as boxes, files, and other materials up to 20 pounds, unless otherwise specified.
• Operate standard office equipment proficiently, including phones, computers, copiers, and other commonly used devices or software applications.
• Communicate clearly and effectively, both verbally and in writing, with internal teams and external contacts; sufficient hearing is required for routine interactions.
• Understand and accurately process written materials and documentation.
• Work efficiently in a traditional office environment, including extended periods of sitting, with the flexibility to adapt to various work settings as needed.