Gallery Coordinator

Heritage Auctions•Beverly Hills, CA

4h•$20 - $22•Onsite

About The Position

About Heritage Auctions Start your career with one of the nation’s fastest-growing auction houses. Heritage Auctions is a global auction house driven by curiosity, innovation, and the stories behind extraordinary objects. For nearly 50 years, Heritage has connected collectors and consignors through a dynamic marketplace that celebrates history, culture, and craftsmanship. Headquartered in Dallas, Texas, with offices in New York, Chicago, Beverly Hills, London, Hong Kong, and other major cities, we support a worldwide network of experts and enthusiasts across more than 50 auction categories. From Sports and Entertainment memorabilia to Luxury Handbags, Fine Art, Jewelry, Coins, Wine, and rare historical artifacts, every item tells a story. We are dedicated to bringing those stories to life through deep research, cutting-edge technology, and thoughtful presentation. Known for our expertise and innovation, we offer a dynamic environment where passion for history, culture, and storytelling brings collectors together to discover, learn, and connect. ROLE SUMMARY: The Gallery Coordinator plays a key role in ensuring smooth daily operations and an elevated client experience. This position serves as the welcoming face of our gallery while providing essential administrative and logistical support to internal teams.

Requirements

High school diploma required.
Minimum 2+ years of receptionist or administrative experience.
Proficiency in Microsoft Office, Word, and Excel.
Strong multitasking skills with the ability to meet deadlines in a fast-paced environment.
Attention to detail and comfort with repetitive tasks requiring accuracy.
Professional, friendly demeanor, and polished appearance.
Strong work ethic, self-motivation, and sound judgment.
Willingness to learn and adapt.
Ability to follow standards, take direction, and propose thoughtful solutions.
Excellent organizational, written, and verbal communication skills.
Commitment to delivering accurate, high-quality work.

Nice To Haves

Multi-lingual ability is a plus.

Responsibilities

Maintain a polished, professional, and inviting front gallery at all times.
Greet all visitors warmly and assist them with inquiries or direction.
Answer and route incoming calls promptly and courteously.
Evaluate initial walk-in inquiries and connect clients to the appropriate Consignment Director.
Schedule appointments, manage drop-offs, and assist with office pick-ups including payment coordination.
Request and oversee the installation of items displayed in the gallery.
Handle receiving, logging, and distribution of mail and packages.
Manage supply orders for internal and external needs.
Organize and process internal paperwork across systems (DMS, scanning, documentation).
Assist the Consignment Director with ongoing department projects.
Support shipping and packing of preview materials as needed.
Provide auction-day support including client registration, inquiries, and payment assistance.
Participate in pre-auction call-out campaigns.
Coordinate event logistics including catering, supplies, planning, and day-of setup to ensure seamless execution.