Submissions Clerk

Heritage Auctions•Irving, TX

3d•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 Inventory Submissions Clerk supports the Wholesale team by receiving, processing, and preparing coins for third party grading submissions. This role is highly detail oriented and hands on, involving package intake, inventory handling, invoice and paperwork preparation, and direct communication with clients. The ideal candidate is organized, careful with valuable items, and comfortable performing repetitive physical tasks in a fast-paced environment. LOCATION: South of Dallas/Fort Worth International Airport, NW corner of W. Airport Freeway (Hwy. 183) and Valley View Lane

Requirements

Strong attention to detail and ability to follow Precise procedures
Ability to maintain accuracy while processing high volumes of submissions
Comfortable handling valuable, rare, or fragile items
Good computer skills and ability to work within inventory or order management systems
Clear written and verbal communication skills for client interaction
Ability to work independently and manage repetitive tasks efficiently
Ability to lift and move items weighing up to 50 pounds
Proficiency in Microsoft Office Suite, including:
Word: document formatting, templates, and mail merge
Excel: spreadsheets and data reporting
Outlook: calendar management, task coordination, and handling high-volume correspondence

Responsibilities

Receive and open incoming packages from grading services and clients
Verify contents against invoices, submission forms, and internal records
Prepare coins, paperwork, and invoices for grading submissions
Crack open graded coins when required, following established handling and safety procedures
Organize, label, and stage submissions for shipment to grading services
Willingness to adapt to changing priorities based on submission volume
Communicate with clients and grading services regarding submission status, discrepancies, or questions
Maintain confidentiality regarding client information and inventory values
Maintain accurate records in internal systems related to submissions and inventory movement
Ensure proper handling, security, and tracking of valuable and fragile items
Assist with general inventory organization and operational support as needed
Strong attention to detail and ability to follow Precise procedures
Ability to maintain accuracy while processing high volumes of submissions
Comfortable handling valuable, rare, or fragile items
Good computer skills and ability to work within inventory or order management systems
Clear written and verbal communication skills for client interaction
Ability to work independently and manage repetitive tasks efficiently
Ability to lift and move items weighing up to 50 pounds