Bids & Client Services Liaison

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 salerooms in Chicago, New York, Palm Beach, and Philadelphia, we stay locally relevant while passionately catering to our global sellers and buyers.

Position Summary

The Bids & Client Services Liaison supports the coordination and execution of auctions by managing bid-related inquiries, client registration, and verification, while working closely with internal teams on auction preparation and client service needs. This role serves as a key point of contact for clients throughout the bidding and auction process, providing timely, professional, and knowledgeable assistance. The Liaison passionately supports the Freeman’s brand through daily interactions with clients and Freeman’s team members. The ideal candidate follows the five principles of the Client Interaction Guidelines and reinforces their importance by providing timely feedback and maintaining a high standard of client service.

This is an in-office, five-day-per-week position that requires occasional evening and weekend work for auctions, client engagements, and other Freeman’s events.

Key Responsibilities

• Manage a variety of client inquiries in person, on the telephone, and via email, relating to all transactional aspects of bidding, buying, and selling property in upcoming and past sales.
• Provide day-to-day client service support, responding to questions and resolving issues in a timely, professional, and solutions-oriented manner.
• Answer and manage incoming telephone calls and route inquiries to the appropriate department or team member as needed.
• Monitor and manage the Consign, Bid, Regional, and Client Services inboxes, as well as the Liaison’s assigned individual inbox, ensuring inquiries are acknowledged and addressed within established service standards.
• Manage a variety of client queries related to registration, bidding, payments, shipping, pickups, releases, consignments, and other auction-related services.
• Assist clients with registering to bid and navigating the Freeman’s website and third-party auction platforms.
• Enter telephone bids into the Auction Management System and assign phone bids on the day of the auction.
• Enter absentee bids into the Auction Management System.
• Monitor online bidding platforms and vet bidders for registration daily; communicate with bidders regarding approval, denial, or additional verification requirements.
• Respond to inquiries and resolve issues during live, online, and timed sales, providing timely support to bidders and clients.
• As designated Bid Coordinator, create and manage auction-day schedules, ensuring all activities are organized and run smoothly.
• Assist with auction-day operations, including phone bidding, online bidding, clerking support, registration, and other duties as assigned.
• Manage and process post-sale offers and communicate offers to Department Coordinators on behalf of clients.
• Assist in contacting underbidders and address bidding errors or other auction-related issues as needed.
• Assist departments with in-person client pickups, property releases, and other client-facing needs, ensuring a professional and positive client experience.
• Provide day-to-day support to clients and Freeman’s team members through in-person interactions and other client-facing activities as needed.
• Proactively address client concerns and take ownership of resolving issues or coordinating with the appropriate department to reach a solution.
• Assist with regional auctions and may be required to work between both Freeman’s locations (Chicago) to support auction-day operations and client service needs.
• Complete training on all assigned auction and client service duties and assist with training new hires.
• Duties are to be performed in full compliance with department standards, including teamwork, a high level of client service, accuracy, attendance, and punctuality.
• Other duties as assigned.

Education & Experience

• Bachelor’s degree in Business, Arts Administration, or a related field, or equivalent combination of education and experience.
• 1-3 years of relevant work experience.

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.

Physical Requirements

• 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 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.