Bids Coordinator

DOYLE Auctioneers & Appraisers; New York (NY); On-site; USD 55,000 - 75,000; Full time

Job summary

DOYLE Auctioneers & Appraisers is seeking a Bids Coordinator to manage client bidding across live, telephone, absentee, and online platforms. The role supports auction day operations and serves as the primary contact for clients, ensuring accuracy and compliance with auction procedures.

The successful candidate will maintain bidder data, coordinate registrations, and liaise with internal teams to resolve bidding discrepancies while delivering exceptional client service and timely communication.

Qualifications

• Attention to detail and accuracy.
• Excellent written and verbal communication skills.
• Ability to manage multiple deadlines and priorities in a fast-paced auction environment.
• Knowledge of auction bidding platforms, bid increment structures, and auction procedures.
• Professional, client-focused demeanor with strong problem-solving abilities.

Responsibilities

• Verify new client accounts and perform KYC checks.
• Coordinate absentee, telephone, and online bid registrations and maintain bidder data.
• Manage registration on third-party bidding platforms and communicate bidding policies.
• Support client inquiries, registrations, invoices, payments, and tax exemptions.
• Maintain bidder and account records and approve bid limits per policy.
• Collaborate with specialists and teams to support pre- and post-sale operations.
• Monitor the bids inbox and respond to client questions.
• Oversee telephone bid schedules and support live bidders during auctions.
• Assist with sale-day logistics and client appointments.

Skills

Attention to detail

Multitasking

Written & verbal communication

Deadline management

Auction platform knowledge

Professional demeanor

Team collaboration

Training and guidance

Job description

About Doyle

Founded in 1962, Doyle is one of the world’s foremost auctioneers and appraisers of Fine Art, Jewelry, Furniture, Decorations, and other categories. Headquartered in New York City with regional offices across the country, Doyle auctions attract a global base of buyers and consignors. Doyle has built a reputation for achieving outstanding prices at auction, and our focus on individual attention to our clients remains paramount.

About The Position

The Bids Coordinator plays a central role in managing and supporting all aspects of client bidding across live, telephone, absentee, and online platforms. Reporting to both the Bids Manager and Client Services Manager, this role ensures a seamless bidding experience, supports auction day operations, and serves as a key point of contact for clients, while maintaining accuracy, compliance with auction procedures, and clear communication across teams.

Key Responsibilities

• Verify new client accounts by reviewing identification and performing KYC checks in accordance with DOYLE procedures
• Coordinate and process absentee, telephone, and online bid registrations, including importing and maintaining accurate bidder data in the auction system
• Manage registration and inquiries on third-party bidding platforms, ensuring clients are properly registered and informed of bidding policies, increments, and procedures
• Provide exceptional client service, assisting with registration, bidding methods, invoices, payments, tax exemptions, auction logistics, and other client inquiries
• Maintain accurate bidder and account records, including reviewing and approving bid limits in accordance with company policies and auction procedures
• Liaise with specialists, accounting, and client services teams to support smooth pre- and post-sale operations and resolve bidding discrepancies or platform issues
• Monitor the bids email inbox and respond promptly to client questions and general inquiries
• Manage the telephone bid schedule and oversee, train, and support phone bidders during live auctions
• Support sale-day operations by coordinating logistics, troubleshooting issues, and assisting the auction team as needed
• Provide front desk coverage, including coordinating property releases, processing invoice payments, and assisting with client appointments and inquiries
• Coordinate post-sale activities, including bidder outreach, follow-up with successful bidders and underbidders, outreach to bidders from previous sales regarding upcoming and reoffered lots, and post-sale property collection
• Prepare and maintain monthly bidder reports and other client and bidding activity reports as needed
• Participate in ongoing client services projects and process improvements to enhance operational efficiency and the client experience

Skills & Qualifications

• Attention to detail and accuracy
• Strong multitasking skills with the ability to maintain accuracy under pressure
• Excellent written and verbal communication skills
• Ability to manage multiple deadlines and priorities in a fast-paced auction environment
• Knowledge of auction bidding platforms, bid increment structures, and auction procedures
• Professional, client-focused demeanor with strong problem-solving abilities
• Team player with the ability to collaborate effectively across departments and support colleagues as needed
• Comfortable providing training and guidance to clients and team members

Work Environment

Fast-paced auction house setting requiring flexibility around sale schedules, client needs, and deadlines.

We are an equal opportunity employer and value diversity in our workforce. We encourage applications from individuals of all backgrounds and experiences.