Department Coordinator, Jewelry & Watches

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 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.

Key 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.

Experience & Education

• 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.