Fine Art Warehouse & Auction Logistics Coordinator

Freeman’s Ltd; Philadelphia (Philadelphia County); On-site; USD 42,000 - 65,000; Full time

Job summary

Freeman’s Ltd in Philadelphia is seeking a Warehouse Coordinator to support daily warehouse, auction, and gallery operations. You will report to the Operations Manager and provide essential operational, administrative, and logistical support across artwork handling, inventory, photography, and post-sale fulfilment.

The ideal candidate has outstanding attention to detail, strong organization, and solid knowledge of fine art handling standards, with proven collaboration across internal teams,

Qualifications

• Minimum 2–4 years of experience in a warehouse, gallery, auction house, fine art logistics, or studio environment.
• Art Handling Expertise: knowledge of fine art packing techniques, archival materials, transport, and installation standards.
• Technical Skills: proficiency with FileMaker Pro, inventory software, and Microsoft Office Suite.
• Communication: excellent written and verbal communication with high-profile clients and vendors.
• Problem-Solving & Organization: detail-oriented, proactive and able to meet deadlines under minimal supervision.

Responsibilities

• Fine Art Handling, Packing & Storage: collaborate with Registrar to guarantee safe handling, movement, and storage of artworks.
• Packing & Transport Logistics: coordinate packing, condition reporting, and transportation for shipments and gallery transfers.
• Condition Reporting: conduct thorough checks and create detailed condition reports upon receipt.
• Exhibition & Event Setup: assist with setup, installation, lighting, packing, and de-installation for previews and events.
• Security & Safety Protocols: maintain strict security standards for client property and warehouse visitors.
• Post-Sale Shipping: manage shipping operations, gather quotes, and process documentation in collaboration with teams.
• Vendor Coordination: liaise with external service providers for maintenance, conservation, and photography.
• Documentation & Compliance: ensure releases, receipts, bills of lading, shipping papers, and COAs are accurate.
• Administrative & Facility Operations: support client inquiries, process invoices, file paperwork, and maintain records.
• Supply Procurement: track inventories and manage orders within budget guidelines.

Skills

Organizational skills

Communication

Client service

Detail-oriented

Multi-tasking

Time management

Tools

FileMaker Pro

Inventory software

Microsoft Office

Job description

Freeman’s Ltd in Philadelphia is seeking a Warehouse Coordinator to support daily warehouse, auction, and gallery operations. You will report to the Operations Manager and provide essential operational, administrative, and logistical support across artwork handling, inventory, photography, and post-sale fulfilment.

The ideal candidate has outstanding attention to detail, strong organization, and solid knowledge of fine art handling standards, with proven collaboration across internal teams,