Marketing Project Coordinator

Heritage Auctions•Irving, TX

1d•Onsite

About The Position

Heritage Auctions is seeking a highly organized, resourceful Marketing Project Coordinator to manage multiple marketing projects, balance competing deadlines, and keep work moving through consistent follow-up. The position coordinates marketing projects for an assigned group of auction categories and serves as the day-to-day contact between category representatives and the Marketing Department. The coordinator gathers information, organizes requests, tracks progress, and ensures materials move through design, approval, and delivery on schedule. The role suits someone with strong project coordination skills and preferably some experience supporting marketing activities. Training will be provided on auction marketing processes and systems. The coordinator should learn quickly, anticipate next steps, communicate confidently, and take increasing ownership of assigned categories. Success requires staying organized, exercising sound judgment, working with different personalities, handling last-minute requests, and professionally reinforcing established deadlines. This is a full-time, onsite position at Heritage Auctions’ Dallas Headquarters.

Requirements

Experience coordinating multiple projects, requests, or schedules in a busy environment; relevant backgrounds may include project coordination, account support, marketing support, production coordination, or administrative operations.
Demonstrated ability to manage competing priorities while maintaining accuracy and meeting deadlines.
Strong follow-through and a proactive approach to obtaining information, resolving questions, and keeping others informed.
Professional confidence communicating with different personalities, following up on overdue items, and reinforcing deadlines.
Ability to learn new processes quickly, apply feedback, and handle similar situations independently.
Sound judgment about when to take action, ask questions, or involve a manager.
Strong written communication and attention to detail.
Proficiency with Microsoft Outlook, Excel, and Word.

Nice To Haves

Some experience supporting marketing projects or coordinating promotional materials.
Familiarity with print production, proof reviews, or approval workflows.
Experience using project management software such as Robohead, Asana, or Monday.com.

Responsibilities

Coordinate a high volume of marketing projects across multiple auction categories, tracking overlapping deadlines and projects at different stages.
Gather project requirements, copy, images, specifications, and approvals; proactively follow up when information is missing.
Create and maintain accurate project requests, schedules, and status updates in Robohead.
Coordinate print advertisements, direct mail, brochures, and other auction marketing materials according to established plans and production timelines.
Monitor progress daily, identify potential delays, and take action before deadlines are affected.
Route proofs, communicate revisions, and secure final approvals.
Lead regular check-in meetings with category representatives to review upcoming projects, priorities, and outstanding items.
Clearly communicate deadlines and production requirements, including explaining how changes or late submissions affect delivery.
Work with the manager to resolve conflicting priorities and requests that fall outside established timelines.
Apply training and feedback to manage assigned projects with increasing independence.