Administrator / Trust & Estate
About The Position
The Trusts and Estates Administrator is a key support role within the Trusts and Estates Department, helping deliver a high level of service to clients while keeping consignments, contracts, and department workflows organized and moving forward. This position serves as an important point of coordination between clients, specialists, and internal teams, ensuring that agreements are properly documented, deadlines are met, and estate property is managed carefully throughout the consignment process. The role also supports incoming appraisal and estate inquiries, prepares reports and meeting follow-up, and helps create a smooth, professional experience for clients from the initial conversation through sale preparation and resolution.
Requirements
- Strong organizational skills
- Attention to detail
- Ability to manage multiple tasks and deadlines
- Excellent communication and interpersonal skills
- Proficiency in relevant software (e.g., contract management, CRM, office suite)
- Ability to travel off-site as needed
Nice To Haves
- Experience in the auction or fine art industry
- Familiarity with trusts and estates administration
- Knowledge of fine art, jewelry, decorative art, or estate property
Responsibilities
- Prepare and manage contracts, receipts, and related documentation, ensuring all required paperwork is completed accurately and on time.
- Serve as a client support contact by responding to questions, assisting with inquiries, and helping guide consignments through the process.
- Coordinate with specialists on incoming property, including valuations, property grouping, consignment tracking, and contract follow-up.
- Oversee administrative and logistical details such as status reports, meeting agendas, transport coordination, and authentication tracking.
- Travel off-site as needed to meet with clients, prepare contracts, and enter property into the system.
- Unpack, inspect, input, and label consigned property, including noting any defects or damage.
- Create and send weekly meeting agendas, post-meeting notes, and action items.
- Prepare status reports, including pending values, ageing, reconciliation, proof reports, and other department updates.
- Partner with the Director on strategies that support departmental growth.
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What This Job Offers
Job Type
Full-time
Career Level
Mid Level
Education Level
No Education Listed
