Warehouse 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

Description

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 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 Warehouse Coordinator, Philadelphia plays a vital role in ensuring the seamless execution of daily warehouse, auction, and gallery operations. Reporting directly to the Operations Manager, this position provides essential operational, administrative, and logistical support across all stages of artwork handling, inventory management, photography, and post-sale fulfilment.? The ideal candidate possesses exceptional attention to detail, strong organizational skills, and a solid understanding of fine art handling standards. This is a dynamic role that requires active collaboration with internal teams, external service providers, and clients to maintain high standards of efficiency, safety, and client satisfaction.

Key Responsibilities

Fine Art Handling, Packing & Storage?

• Safe Handling & Standards: Collaborate closely with the Registrar and team of Art Handlers to guarantee the safe handling, movement, and storage of artworks. Ensure that property is available for photographers to process in a timely manner.?
• Packing & Transport Logistics: Coordinate with Art Handlers on packing, condition reporting, and transportation logistics for incoming/outgoing shipments, local shuttle runs, and gallery exhibition transfers.?
• Condition Reporting: Conduct thorough condition checks and generate detailed condition reports upon receipt of property.?
• Exhibition & Event Setup: Assist with the physical setup, installation, lighting, packing, and de-installation for auction previews, exhibitions, and special events.?
• Security & Safety Protocols: Maintain strict security standards to ensure the safety and protection of client property and warehouse visitors.

Post-Sale Logistics & Vendor Management?

• Post-Sale Shipping: Manage post-sale shipping operations in close collaboration with Specialists, Operations, and the Finance team; gather competitive quotes and process required documentation.?
• Vendor Coordination: Liaise with external service providers for specialized needs, including facility maintenance, conservation, and photography services.?
• Documentation & Compliance: Ensure all releases, receipts, Bills of Lading, shipping paperwork, and Certificates of Authenticity are accurately executed, distributed, and archived.?

Administrative & Facility Operations?

• Client & Front-Facing Services: Serve as a key contact for client inquiries regarding item examination, pickup schedules, and delivery estimates.?
• Office & Auction Operations Support: Provide overflow support for incoming phone calls and emails through Auction Operations, process invoices, file paperwork, and maintain structured physical and digital record-keeping systems.?
• Facility Maintenance: Oversee warehouse and public space cleanliness, monitor facility maintenance needs, troubleshoot minor facility issues, and place work orders as required.?
• Supply Procurement: Track warehouse, packing, and office supply inventories; manage ordering in alignment with budget guidelines.

Education & Experience

• Minimum 2–4 years of experience in a warehouse, gallery, auction house, fine art logistics, or studio environment.?
• Art Handling Expertise: Proven knowledge of fine art packing techniques, archival materials, art transportation, and exhibition installation standards.?
• Technical Skills: Proficiency with collection management databases (e.g., FileMaker Pro), inventory software, Microsoft Office Suite, and general office digital tools.?
• Communication: Excellent written and verbal communication skills; ability to represent the organization professionally with high-profile clients, vendors, and internal executives.?
• Problem-Solving & Organization: Detail-oriented, proactive problem solver who can anticipate operational bottlenecks, multi-task effectively, and meet tight deadlines under minimal supervision.

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 Needs

• Ability to stand, walk, and perform physical tasks (lifting, bending, carrying) for extended periods between breaks.?
• Schedule Flexibility with the availability to work occasional evenings and weekends as required for auction events, preview setups, and gallery receptions.
• 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.