Coordinator, Auctions and Benefit Fulfillment

Houston Livestock Show and Rodeo; Houston (TX); On-site; USD 42,000 - 64,000; Full time

Job summary

Houston Livestock Show and Rodeo in Houston, TX is seeking a Donor Relations and Auctions Coordinator to support donors, auctions and related events with accuracy and care.

You will manage donor benefits, track inventory, assist with communications and budgets, and coordinate committees and Show events, delivering excellent service across all donor relations activities.

Qualifications

• Bachelor's degree from four-year college or university.
• One to two years related experience and/or training; or equivalent.
• Proactive, organized, and capable of handling multiple tasks.

Responsibilities

• Support Director of Auctions and Sr. Coordinator with assigned duties.
• Assist in acquisition, fulfillment and tracking of donor benefits and badges.
• Coordinate design, approval and production of donor correspondence.
• Provide excellent customer service to donors and volunteers.
• Manage invoices and ensure expenditures stay within budgets.
• Coordinate with committees for School Art and Poultry Auctions.
• Update management on status of School Art Auction activities.
• Oversee meeting logistics and event room setup.

Skills

Public relations

Customer service

Organizational skills

Project oriented

Self-starter

Microsoft Office

Smartsheet

Excel

Word

Confidentiality

Education

Bachelor's degree

Job description

Summary

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

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

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Support Director of Auctions and Sr. Coordinator of Donor Relations and Fulfillment with assigned duties.
• Support the acquisition, fulfillment and yearly acceptance of Auction and other Show donor benefits, to include the distribution and tracking of badges, gifts, school art prints, auction meat packages, and other benefits.
• Assist with the Silver Spur Program and planning of events.
• Demonstrate a high level of customer service and foster relationships with auction donors and committee volunteers.
• Assist in ensuring auction donor name recognition is accurate and consistent across all platforms and source systems.
• Assist auction donors with spending levels and resolve discrepancies.
• Coordinate the design, approval and production of committee and donor correspondence, to include invitations, programs and signage for donor relation and Showtime events.
• Assist with inventory management of auction donor benefits.
• Serve as staff coordinator for the School Art Auction and Poultry Auction Committees.
• Assist Sr. Coordinator of Donor Relations and Fulfillment with the activities of the Corporate Development Committee.
• Regularly update Director of Auctions and Manager, Auctions and Donors on status of School Art Auction Committee.
• Assist with the planning and implementation of committee events, to include donor relation and appreciation events, fundraisers, business meetings, and turn in 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 all auctions facilitated by department.
• Responsible for coding invoices related to areas of responsibility and ensuring all expenditures are within approved budgets.
• Coordinate with committee to purchase, distribute and track yearly acceptance of incentive awards for the School Art Auction 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; and 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. Smartsheet experience is preferred. Must be able to keep customer and Show information confidential.

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 enforce customer and Show information confidentiality. 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

Serve as Staff Coordinator for the School Art Auction Committee which has approximately 150 members.

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 anim