Notable Estates Coordinator

Description:

Are you looking to apply your talents to a fun, fast-paced, and innovative company? Set your sights on a career at Heritage Auctions, headquartered in Dallas, Texas, with offices in New York, Chicago, Beverly Hills, London, Hong Kong, and other cities worldwide.

Heritage Auctions is the largest auction house founded in the U.S. and serves more than 40 auction categories, including Coins, Sports, Comics, Historical, Jewelry, Fine & Decorative Art, Wine, and many more.

SUMMARY:

The Notable Estates Coordinator supports the research, outreach, and coordination of high-profile and culturally significant estate consignments. This position assists with identifying prospective collections, preparing client correspondence and auction proposals, organizing consignment documentation, and coordinating collection logistics. The ideal candidate is a highly organized and polished communicator who can manage multiple priorities, collaborate across departments, and provide responsive, professional support to clients throughout the consignment process.

Benefits

• Medical, dental, and vision coverage
• Paid time off
• 401(k) savings plans

Location: This is an in-person position based at our Beverly Hills, California office. 9420 Wilshire Blvd., Beverly Hills, CA 90212.

Duties and 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.

Compensation: $25/hr+

Requirements:

Skills & Abilities

• 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.
• Experience with Adobe Photoshop and InDesign is preferred.
• 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.

Qualifications

• 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.

What Success Looks Like

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.

Heritage Auctions welcomes and encourages applications from women, minorities, veterans, mature workers, and persons with disabilities. EOE