Warehouse Coordinator

Freeman's Auction House•Philadelphia, PA

20d

About The Position

The Warehouse Coordinator, Philadelphia supports daily warehouse, auction, and gallery operations at Freeman’s, a fine art auction house. Reporting directly to the Operations Manager, the role provides operational, administrative, and logistical support for artwork handling, inventory management, photography, and post-sale fulfillment. The coordinator works with internal teams, external service providers, and clients to maintain efficiency, safety, and client satisfaction.

Requirements

Minimum 2–4 years of experience in a warehouse, gallery, auction house, fine art logistics, or studio environment.
Proven knowledge of fine art packing techniques, archival materials, art transportation, and exhibition installation standards.
Proficiency with collection management databases such as FileMaker Pro, inventory software, Microsoft Office Suite, and general office digital tools.
Excellent written and verbal communication skills and the ability to represent the organization professionally with clients, vendors, and internal executives.
Strong organization and problem-solving skills, attention to detail, proactive follow-up, and ability to anticipate operational bottlenecks.
Ability to multitask, meet tight deadlines, and work under minimal supervision in a fast-paced environment.
Exceptional organizational, communication, and interpersonal skills; strong client-service orientation, professionalism, and discretion.
Proficiency in Microsoft Office applications such as Word and Excel.
Ability to stand, walk, and perform physical tasks including lifting, bending, and carrying for extended periods between breaks.
Ability to lift and move items such as boxes, files, and other materials up to 20 pounds, unless otherwise specified.
Availability to work occasional evenings and weekends for auction events, preview setups, and gallery receptions.
Ability to operate standard office equipment, including phones, computers, and copiers.

Responsibilities

Coordinate with the Registrar and Art Handlers to ensure artworks are safely handled, moved, stored, and made available for photography.
Coordinate packing, condition reporting, transportation logistics, shipments, local shuttle runs, and gallery exhibition transfers.
Inspect property upon receipt and prepare detailed condition reports.
Assist with setup, installation, lighting, packing, and de-installation for auction previews, exhibitions, and special events.
Maintain security standards to protect client property and warehouse visitors.
Manage post-sale shipping with Specialists, Operations, and Finance; obtain competitive quotes and process required documentation.
Coordinate external service providers for facility maintenance, conservation, and photography.
Accurately execute, distribute, and archive releases, receipts, Bills of Lading, shipping paperwork, and Certificates of Authenticity.
Respond to client inquiries about item examination, pickup schedules, and delivery estimates.
Provide overflow support for Auction Operations phone calls and emails, process invoices, file paperwork, and maintain physical and digital records.
Oversee cleanliness of warehouse and public spaces, monitor facility maintenance, troubleshoot minor issues, and place work orders as needed.
Track warehouse, packing, and office supply inventory and manage ordering within budget guidelines.