Coordinator, Auctions

ADP, Inc.; Houston (TX); On-site; USD 42,000 - 52,000; Full time

Job summary

ADP, Inc. in Houston is seeking a Coordinator for Auctions to help oversee donor promotions, events and auction operations. You will support the Director of Auctions and manage committees, buyer relations and fundraisers, coordinating numerous meetings.

The role requires a Bachelor’s degree with 1–2 years related experience, plus strong public relations, customer service and Office/Excel skills. You will handle contracts, budgets, invoices, and communications with confidentiality in a fast-paced

Qualifications

• Public relations, customer service and organizational skills required.
• Ability to read, write and interpret general business information.
• Experience with Microsoft Office and database/worksheet tools highly beneficial.

Responsibilities

• Support Director of Auctions and Attractions and Manager with assigned duties.
• Serve as staff coordinator for All Breeds, Lamb & Goat Auction, Swine Auction, Steer Auction and Auction Assistance Committees.
• Assist with planning and implementation of committee events, including buyer relations and fundraisers.
• Schedule and attend meetings and auction-related functions; oversee room setup and coordinate with Operations.
• Assist with Purchase Commitment and Cash Contribution Programs totaling over 11,000 orders and about $22 million.
• Coordinate design, approval and production of committee and buyer correspondence including invitations and signage.
• Assist with inventory management and coding invoices; ensure expenditures stay within budgets.
• Responsible for general accounting, deposits and accounts receivable; answer phones and emails professionally.

Skills

Public relations

Customer service

Organizational skills

Communication

Education

Bachelor's degree

Tools

Microsoft Excel

Microsoft Word

Database applications

Spreadsheet applications

Job description

If you are unable to complete this application due to a disability, contact this employer to ask for an accommodation or an alternative application process.

Coordinator, Auctions

Full-time Regular Admin Support Houston, Houston, TX, US

SUMMARY

Coordinates the smooth and efficient promotion and operation of donors, auctions and related events.

ESSENTIAL DUTIES AND RESPONSIBILITIESinclude but are not limited to the following:

Support Director of Auctions and Attractions and Manager of the Auctions and Donor Management Department with assigned duties.

Serve as staff coordinator for All Breeds, Lamb & Goat Auction, Swine Auction, Steer Auction, and Auction Assistance Committees.

Assist with the planning and implementation of committee events, to include buyer relation and appreciation events, fundraisers, and over 100 meetings.

Schedule and attend meetings and auction related functions as assigned. Oversee weekly meeting and event room set up and work with Operations Department to ensure accuracy of committee requests.

Assist with Champion Wine Auction and the Junior Commercial Steer Auction as assigned.

Train and assist Auctions Assistance Committee on all aspects of turn in meetings, data entry of purchase commitments and cash contributions and buyer registration on auction day. Ensure all purchase commitments are filled in correctly, entered accurately and invoices are correctly sent to all donors.

Assist with Purchase Commitment and Cash Contribution Programs, consisting of over 11,000 orders totaling approximately $22 million.

Coordinate the design, approval and production of committee and buyer correspondence, to include invitations, programs and signage for buyer relation and Showtime events.

Assist with inventory management.

Assist with coding invoices and ensuring all expenditures are within approved budgets.

Responsible for the operations of the All Breeds Commercial Sale.

Coordinate with committees to purchase, distribute and track yearly acceptance of incentive awards for committee volunteers.

Complete necessary documentation including contracts, deposits, and correspondence, and make sure contractual deadlines are met.

Responsible for general accounting, including operating and committee budgets, deposits, and accounts receivable.

Responsible for answering phones for the department and responding to emails in a professional manner.

EDUCATION and/or EXPERIENCE

Bachelor's degree from four-year College or University plus one to two years related experience and/or training; or equivalent combination of education and experience.

QUALIFICATIONS

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

LANGUAGE SKILLS

Ability to read, analyze, and interpret general business periodicals, professional journals, technical procedures, or governmental regulations. Ability to write reports, business correspondence, and procedure manuals. Ability to effectively present information and respond to questions from groups of managers, clients, customers, and the general public.

OTHER QUALIFICATIONS

Requires excellent PC, public relations, customer service, and organizational skills. Must be project oriented and a self-starter. Computer skills require knowledge of Microsoft Office. Must have database application and worksheet application knowledge.

OTHER SKILLS AND ABILITIES

Must have strong working knowledge of EXCEL, WORD, accounting principles and cash management. Excellent customer service and interpersonal skills, both on phone, by email, and in person, required. Must be able to handle and maintain confidentiality of customer and Show information. Knowledge of livestock/livestock shows a plus.

SUPERVISORY RESPONSIBILITIES

Responsibilities include assisting with training and supervision of seasonal employees. Carries out supervisory responsibilities in accordance with the organization's policies and applicable laws.

COMMITTEE RESPONSIBILITIES

All Breeds 125

Lamb & Goat Auction 220

Swine Auction 170

Auction Assistance Committee 155

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The employee may be required to sit, stand, climb, balance, stoop, kneel, crouch or crawl. During the Show, the employee may be required to frequently walk to various places on the grounds. The employee may be required to lift and/or move 50 or more pounds. Requires good manual dexterity (hand, hand with arm, two hands) and multi-limb coordination. Extended work hours required, especially during peak periods. Occasional travel may be required. Fast paced, deadline-driven, project-oriented office environment with heavy workload volume.

WORK ENVIRONMENT

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee may be exposed to dust, chemicals and animals at various times.