Department Coordinator - Gooding Christie's

Christie's•Santa Monica, CA

8d•$54,000 - $57,000•Onsite

About The Position

The function of this role is to assist Gooding Christie’s specialists and management with managing client relationships through comprehensive administrative support and to support the day-to-day operations of the Santa Monica office. The duties are varied and will follow the cycle of the auction calendar, including pre-auction preparation, on-site auction support and post-auction activities, as well as responsibilities supporting overall department and office activity.

Requirements

Bachelor’s degree preferred, or equivalent work experience.
Prior administrative, coordinator, client-service or office experience preferred.
Exceptional client service skills, including strong verbal and written communication skills.
Strong interpersonal skills demonstrated with senior management, clients and colleagues.
Strong attention to detail and follow-up skills.
Excellent organizational skills and demonstrated ability to manage multiple priorities simultaneously.
Ability to work collaboratively across multiple groups, offices and functions.
Ability to remain calm in stressful and fast-paced situations.
Ability to creatively problem solve and take initiative.
Ability to work independently and as part of a team.
Proactive and resourceful, with a willingness to take ownership of both routine and unexpected tasks.
Strong knowledge of Microsoft Office, including Teams, Excel, Word and Outlook, and ability to learn Salesforce and Christie’s internal systems.
Willingness to travel and work extended or non-traditional hours during auctions and events.

Responsibilities

Provide day-to-day administrative support to Gooding Christie’s specialists, management and other departments as needed.
Manage scheduling, including client meetings, internal meetings and travel arrangements as needed.
Support client relationships, including meeting arrangements, mailings, correspondence and action points for follow-up.
Answer and screen incoming telephone calls and serve as a primary operator of the Santa Monica office phone line.
Monitor and respond to shared departmental inboxes, including Reception and Info.
Greet and assist clients and other visitors to the Santa Monica office.
Work closely, efficiently and effectively with other Gooding Christie’s and Christie’s departments, including international and regional offices.
Provide appraisals support, including liaising with clients, specialists and other internal departments and gathering relevant vehicle information, images and supporting materials.
Provide support in creating proposals and pitches, including gathering vehicle details, images and other relevant information.
Enter and maintain client, opportunity and other relevant information in Salesforce and Christie’s systems.
Create and maintain lot boards and other auction tracking tools, ensuring consignment information remains accurate and current.
Coordinate catalogue and other departmental shipping requests.
Create purchase orders and sundry invoices, as required.
Manage courier requests, incoming and outgoing mail and our US-based PO boxes.
Reconcile and submit corporate card expenses for approval using internal systems.
Troubleshoot office set-up and equipment issues and coordinate with appropriate internal teams as needed.
Submit requirements for new staff set-up.
Maintain departmental, office and kitchen supplies and proactively reorder as needed.
Coordinate departmental meetings, lunches, hospitality and other office needs.
Support holiday gifts, cards and other departmental client initiatives.
Support preparation for Gooding Christie’s auctions, including organizing, packing and tracking office equipment and other materials required to operate the on-site auction office.
Travel to Gooding Christie’s U.S. auctions and events as required and assist with set-up, organization and breakdown of the on-site office.
Coordinate daily package shipments, deliveries and auction-related mail logistics, including PO Box collections as required.
Serve as a point of contact for the main office telephone line during auctions, ensuring inquiries are answered and routed efficiently.
Coordinate meals, catering, deliveries and other administrative logistics for specialists and staff during auction periods.
Following auctions, accurately enter and update final sale prices and other relevant transaction information in Salesforce.
Update buyer and specialist assignments, underbidder information and other post-sale client and transaction data in Salesforce.
Assist with post-sale reporting and reconciliation tasks.
Become proficient in Gooding Christie’s and Christie’s internal systems and support the accuracy and integrity of departmental data.
Perform other duties and departmental projects as assigned by the Business Director.

Benefits

Comprehensive Medical, Dental and Vision care plans for employees and dependents
401(k) Savings Plan
Life Insurance
Disability Insurance
Generous time-off and leave policies; including 100% Paid Family Leave up to 16 weeks.
Fitness Reimbursement Program
Annual Discretionary Performance Bonus Plan
Commuter Benefits
Back Up Child & Elder Care
CSR (Corporate Social Responsibility) Day
Perks and Discounts through Zo and Plum Benefit