Submissions Coordinator – Pop Culture

Heritage Auctions•Irving, TX

3d•Onsite

About The Position

Start your career with Heritage Auctions, a global auction house driven by curiosity, innovation, and the stories behind extraordinary objects. Headquartered in Dallas, Texas, with offices across the United States and around the world, Heritage connects collectors and consignors across more than 50 auction categories. We offer a dynamic environment where expertise, collaboration, and a passion for collectibles bring extraordinary objects to life. The Submissions Coordinator supports the TCG department’s trading card games, non-sports trading cards, and video game categories by receiving and processing inventory, coordinating grading submissions, and maintaining accurate item records. This role works closely with department staff, clients, and third-party grading companies to track submissions and prepare items for the auction process.

Requirements

Proficiency in Microsoft Office applications, particularly Word and Excel.
Strong verbal and written communication skills.
Excellent attention to detail and accurate data entry skills.
Ability to manage multiple priorities, stay organized, and meet deadlines.
Willingness to learn department procedures, grading submission requirements, and inventory systems.
Positive attitude and ability to work independently and collaboratively.

Nice To Haves

Familiarity with trading card games, non-sports trading cards, and/or collectible video games is a plus, but not required.
Experience with inventory processing or third-party grading submissions is a plus.

Responsibilities

Receive, verify, and process incoming trading cards and video games, ensuring items match accompanying documentation.
Accurately enter item descriptions, identifying details, and submission information into the inventory system.
Label, organize, and handle collectibles with care to maintain accurate tracking and protect item condition.
Prepare and process online grading submissions, ensuring required information and documentation are complete and accurate.
Coordinate the packing, shipping, and tracking of items sent to third-party grading companies.
Monitor submission progress, research delays or discrepancies, and communicate status updates to department staff and clients.
Communicate with clients and grading companies regarding submission requirements, item information, and related questions.
Reconcile returned submissions against inventory records and update grading information in the system.
Assist with scheduling, conducting, reconciling, and reporting physical inventories.
Collaborate with department staff to prioritize submissions and support auction deadlines.