Coordinator, Auctions

Houston-Livestock-Show-and-Rodeo; Houston (TX); On-site; USD 42,000 - 60,000; Full time

Job summary

Houston-Livestock Show and Rodeo seeks a Coordinator, Auctions to oversee donor auctions and related events, coordinating with multiple committees and departments in a fast-paced show environment.

The role involves assisting planning, scheduling, budget oversight, data entry of commitments, invoices, and correspondence, as well as training seasonal staff and ensuring contractual deadlines are met.

Qualifications

• Bachelor's degree plus 1–2 years related experience or equivalent.
• Strong PC, public relations, customer service and organizational skills.

Responsibilities

• Coordinate donors, auctions and related events with staff.
• Assist with planning committee events and meetings.
• Oversee invoice and budget related tasks.
• Prepare contracts, deposits and correspondence.
• Ensure timely execution of auction activities.

Skills

Public relations

Customer service

Organizational skills

Data entry

Microsoft Office

Excel

Database knowledge

Education

Bachelor's degree

Tools

Microsoft Office

Excel

Database knowledge

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

3 days ago Requisition ID: 1391

SUMMARY

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

ESSENTIAL DUTIES AND RESPONSIBILITIES

• 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.