Department Coordinator, Fine Art

Freeman's Auction House•Philadelphia, PA

About The Position

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.

Requirements

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.
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.

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.

Benefits

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).