Warehouse Coordinator
About The Position
The Warehouse Coordinator plays a vital role in the daily warehouse, auction, and gallery operations at Freeman’s. Reporting directly to the Operations Manager, the role provides operational, administrative, and logistical support across artwork handling, inventory management, photography, and post-sale fulfillment. The position involves collaboration with internal teams, external service providers, and clients to support efficiency, safety, and client satisfaction. Responsibilities include coordinating the safe handling, movement, storage, packing, condition reporting, and transportation of fine art; supporting auction previews, exhibitions, and special events; managing post-sale shipping and related documentation; coordinating vendors; assisting clients with inquiries; supporting office and auction operations; maintaining facility cleanliness and addressing maintenance needs; and managing supplies. The role requires exceptional attention to detail, organizational and communication skills, knowledge of fine art handling standards, and the ability to work effectively under pressure and meet deadlines. The position is based in Philadelphia. It may require occasional evening and weekend work for auction events, preview setups, and gallery receptions, as well as extended periods of standing, walking, and performing physical tasks.
Requirements
- At least 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 to high-profile clients, vendors, and internal executives.
- Detail-oriented, proactive problem-solving skills, including the ability to anticipate operational bottlenecks, multitask, and meet tight deadlines under minimal supervision.
- Exceptional organizational, communication, and interpersonal skills.
- Strong client service orientation, professionalism, and discretion.
- Excellent follow-up, multitasking, and time-management abilities.
- Proficiency in Microsoft Office applications such as Word and Excel.
- Ability to thrive in a fast-paced environment, work under pressure, and meet strict deadlines.
- Motivation and eagerness to contribute to a dynamic team.
- 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 weighing up to 20 pounds, unless otherwise specified.
- Ability to operate standard office equipment, including phones, computers, and copiers, and commonly used software applications.
- Availability to work occasional evenings and weekends as required for auction events, preview setups, and gallery receptions.
Responsibilities
- Collaborate with the Registrar and Art Handlers to ensure the safe handling, movement, and storage of artworks, and make property available for photography in a timely manner.
- Coordinate packing, condition reporting, and transportation logistics for incoming and outgoing shipments, local shuttle runs, and gallery exhibition transfers.
- Conduct condition checks and prepare detailed condition reports upon receipt of property.
- Assist with physical 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 operations with Specialists, Operations, and Finance; obtain competitive quotes and process required documentation.
- Coordinate external service providers for facility maintenance, conservation, and photography services.
- 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 incoming 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 needs, troubleshoot minor issues, and place work orders as needed.
- Track warehouse, packing, and office supply inventories and manage ordering in accordance with budget guidelines.
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What This Job Offers
Job Type
Full-time
Career Level
Mid Level
Education Level
No Education Listed
