Notable Estates Coordinator

Heritage Auctions; Beverly Hills (CA); On-site; USD 34,000 - 47,000; Full time

Benefits offered by this job

Health benefits

Paid time off

401(k) plan

Job summary

Heritage Auctions, based in Beverly Hills, CA, seeks a detail-oriented assistant to support Notable Estates collections. The role requires drafting professional correspondence, coordinating with clients, and preparing auction proposals and materials for consignors.

The candidate should have strong writing abilities, familiarity with popular culture, and comfort working with multiple departments. The position is in-person at our Beverly Hills office, with standard benefits and a starting wage of

Qualifications

• Excellent written and verbal communication skills for professional correspondence.
• Broad familiarity with popular culture, entertainment, and collectible categories.
• Professional client interaction experience.
• Experience with MS Word and Excel for day-to-day business; familiarity with Photoshop and InDesign preferred.
• Ability to coordinate multiple tasks, meet deadlines, and maintain accurate documentation.
• Previous experience in auctions, estates, or related fields is a plus.

Responsibilities

• Research potential Notable Estates collections and background on consignors.
• Draft outreach emails, letters, and other client correspondence.
• Prepare auction proposals and materials for consignors.
• Assist with pickup and coordination of collections.
• Prepare and organize paperwork for incoming consignments.
• Communicate with clients and coordinate with Heritage departments.
• Monitor deadlines and ensure materials are completed on time.
• Assist with departmental projects as needed.
• Perform other duties as assigned.

Skills

Strong writing/written communication

Pop culture knowledge

Client communication

Flexibility

Multi-tasking

Time management

Education

Bachelor's degree or equivalent preferred

Tools

Microsoft Word

Microsoft Excel

Adobe Photoshop

Adobe InDesign

Job description

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