Payment Specialist in Chicago, Illinois at Freeman's Auction House

Who We Are

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 150 auctions each year for everything from contemporary paintings and fine jewelry to French furniture and rare books. With 4 salerooms and business offices in Atlanta, Boston, Chicago, Cincinnati, Denver, Miami, Milwaukee, New York, Palm Beach, Philadelphia, Scottsdale, St. Louis, and we stay locally relevant while passionately catering to our global sellers and buyers.

Position Summary

The Payment Specialist is the point person who handles customers with outstanding balances and provides a summary of outstanding receivables for review with the Finance team. Works closely with the bid department to vet bidders for auctions, and institutes new procedures to improve department efficiency. Speaks with clients about questions and issues they encounter. Some weekend and evening work may be required. Passionately supports the Freeman's brand in daily interactions with clients and Freeman's team members. Follows the five principles of the client interaction guidelines in all communications.

Key Responsibilities

• Prepare cash deposits, handle wire transfers and credit card payment processing.
• Record payments in the inventory system.
• Ensure accurate sales tax application on all invoices and maintain up-to-date tax exemption documentation.
• Serve as the primary contact for buyer inquiries related to invoices, payment methods, and billing discrepancies.
• Follow up on all open accounts receivable by phone and email.
• Collaborate with department leaders and heads of sale to enhance collection processes and drive timely payments.
• Provide weekly updates on delinquent or problem buyers and the status of recently sold items.
• Post all cancelled sales and disputes to third party online bidding platform.
• Work with the Bid Department on auction days to vet potential bidders.
• Help institute new processes to better vet potential bidders, receive payments from buyers, and streamline other areas of the company.
• Assist in auction day responsibilities.
• Other duties as assigned.

Education & Experience

• High school diploma or equivalent.
• 1-2 years of experience in administrative role in fast-paced sales environment.

Skills

• Skilled user of MS Office Applications, especially Excel.
• Excellent written and verbal communication skills.
• Ability to handle stress of high volume and fast-paced work environment.
• Customer-focus and diplomacy in conflict situations.
• Strong interpersonal relationship skills.
• Attention to detail and accuracy

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.

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.

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.
• Enjoy 11 company-paid holidays throughout the year.
• Up to 12 Weeks of Fully Paid Parental Leave.
• Company-Paid Short Term Disability Insurance.
• Company-Paid Group Life Insurance.
• Employee Assistance Program (EAP).
• Flexible Spending Account (FSA) options.

Freeman’s is an Equal Opportunity Employer. We are committed to providing equal employment opportunities to all qualified applicants and employees and do not discriminate on the basis of race, color, religion, sex (including pregnancy, sexual orientation, and gender identity), national origin, age, disability, genetic information, veteran status, or any other status protected by applicable federal, state, or local law.