Notable Estates Coordinator
About The Position
This is an in-person position based at our Beverly Hills, California office. The role involves researching potential Notable Estates collections, drafting outreach correspondence, preparing auction proposals, and assisting with the pickup and organization of incoming consignments. The coordinator will communicate with clients and internal departments, monitor production deadlines, and assist with departmental projects. Success in this role means being dependable, organized, and responsive while helping move prospective and incoming consignments through the required steps. The person in this position communicates professionally with clients and internal teams, keeps paperwork and supporting materials accurate, monitors deadlines, follows through on assigned tasks, and continues building knowledge of Heritage, its processes, and the subject matter supported by the department.
Requirements
- Strong writing and written communication skills, with the ability to prepare clear, professional correspondence and materials.
- General familiarity with a wide range of popular culture subject matter and an interest in continuing to expand that knowledge.
- Comfortable and confident interacting with clients in a professional manner, both verbally and in writing.
- Experience using Microsoft Word and Excel for day-to-day business needs.
- Flexibility to work additional hours or weekends when necessary to support departmental and auction needs.
- Willingness to learn from, collaborate with, and contribute to a team environment.
- Ability to work effectively in a fast-paced environment while managing multiple projects and priorities simultaneously.
- Strong organizational and time-management skills, with attention to deadlines and follow-through.
Nice To Haves
- Experience using Adobe Photoshop and InDesign is preferred.
- Experience using Adobe Photoshop or InDesign.
- Experience preparing professional written correspondence, documents, or other client-facing materials.
- Experience working directly with clients, customers, or other external contacts in a professional setting.
- Experience coordinating multiple tasks, deadlines, or projects and maintaining accurate supporting documentation.
- Previous experience in auctions, collectibles, estates, museums, galleries, entertainment, or another related field would be a plus.
- Familiarity with popular culture, entertainment, historical material, or collectible categories.
Responsibilities
- Research potential Notable Estates collections, including gathering relevant background information on prospective collections and consignors.
- Draft outreach emails, letters, and other correspondence related to prospective clients and collections.
- Prepare auction proposals and supporting materials for presentation to prospective consignors.
- Assist with the pickup of collections, including helping coordinate and support the collection process as needed.
- Prepare and organize paperwork and documentation for incoming consignments.
- Communicate with clients and coordinate with additional Heritage departments regarding consignments, collection information, and other related needs.
- Monitor production deadlines and help ensure required materials and information are completed and provided within established timelines.
- Assist with additional departmental projects and responsibilities as needed.
- Perform other duties as assigned.
Benefits
- Medical, dental, and vision coverage
- Paid time off
- 401(k) savings plans
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What This Job Offers
Job Type
Full-time
Career Level
Entry Level
Education Level
No Education Listed
