Bids & Client Services Coordinator in Philadelphia, Pennsylvania at Freeman's Auction House

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 auction operations, coordinator manages the coordination of executing auctions by registering bid-related inquiries and working with staff on auction preparation. Passionately supports the Freeman’s brand in daily interactions with clients and F|H team members. Follows the five principles of the client interaction guidelines and reinforces their importance by providing timely feedback.

Key Responsibilities

• Manage a variety of client queries in person, on the telephone, and via email, as they relate to all transactional aspects of bidding, buying, and selling of property in upcoming sales.
• Monitor and manage the bid inbox and follow up with clients promptly on their questions or concerns.
• Duties to be performed in full compliance with department standards, including teamwork, high level of client service, accuracy, attendance, and punctuality.
• Enter telephone bids into Gavelizer and assign phone bids day of auction.
• Enter absentee bids into auction mobility (DBR).
• Monitor online bidding platforms and vet bidders for registration daily and communicate with bidders upon approval or denial.
• Assist clients with registering to bid and navigating our website and other third-party auction platforms.
• As designated bid coordinator you will be responsible for creating and managing the auction day schedules, ensuring that all activities are organized and run smoothly.
• Respond to inquiries and issues during live and timed sales.
• Proactively address client concerns and issues as appropriate and take ownership of solving the client's problem.
• Manage and process the communication of post-sale offers to Department Coordinators on behalf of clients.
• Assist in contacting underbidders and address bidding errors as needed.
• Complete training on all auction duties assigned and assist in training new hires.
• Assist with regional auctions and travel as needed.
• Other duties as assigned.

Education & Experience

• Bachelor’s Degree in Business, Arts Administrations or equivalent experience.
• 1-3 years of experience in auction operations.

Essential 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.

Physical Demands

• 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.

Freeman’s is an Equal Opportunity Employer. We welcome applicants from all backgrounds. Duties listed are a guide and may evolve as the role grows.