Department Coordinator, Jewelry & Watches

Freeman's Auction House•Chicago, IL

just now•Onsite

About The Position

The Department Coordinator works with their assigned Expertise 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 supports the Specialists and department in daily tasks to set the department up for success. Passionately supports the Freeman’s brand in daily interactions with clients and Freeman’s team members. Follow the five principles of the client interaction guidelines in all communication.

Requirements

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

Manage department-specific clients throughout the consignment process, from initial contract to post-sale follow-up.
Ensure all consignor paperwork is accurate, complete, and properly entered into internal systems.
Communicate estimates, reserves, chargebacks, and name designations on behalf of specialists; maintain accurate database records.
Respond to consignor and client inquiries, resolving issues promptly and professionally.
Coordinate receipt of client property, update inventory systems, tag items, and confirm receipt.
Prepare condition reports and handle other key administrative tasks for the department.
Own all administrative components of assigned department sales, acting as the sales gatekeeper.
Oversee consignment closure: notify clients of sale results, advise on unsold property, update systems, confirm settlement letters, and process commission checks.
Designate unsold items for future sales or return to consignors.
Collaborate with cross-functional teams (e.g., Accounting, Operations), occasionally outside regular business hours, to meet client needs.
Perform additional 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).