Notable Estates Coordinator

Heritage; Beverly Hills (CA); On-site; USD 28,000 - 41,000; Full time

Benefits offered by this job

Medical, dental, and vision coverage

Paid time off

401(k) savings plans

Job summary

Heritage Auctions in Beverly Hills, CA seeks a Notable Estates Coordinator to support research, outreach, and coordination of high-profile estate consignments. You will identify prospective collections, draft client correspondence, and prepare auction proposals, while organizing consignment documentation and coordinating collection logistics.

The ideal candidate is highly organized, with polished communication skills, able to manage multiple priorities, collaborate across departments, and

Qualifications

• 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.

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.

Skills

Strong writing

Client communication

Microsoft Word

Excel

Adobe Photoshop

InDesign

Time management

Team collaboration

Adaptability

Prioritization

Tools

Microsoft Word

Excel

Adobe Photoshop

InDesign

Job description

Description

Build your career with Heritage Auctions, the world’s largest collectibles auctioneer. Celebrating its 50th anniversary in 2026, Heritage Auctions has spent five decades connecting collectors with extraordinary objects and the stories behind them. Headquartered in Dallas, Texas, with offices across the United States and around the world, Heritage serves more than 50 auction categories, including Coins, Sports, Comics, Entertainment, Historical, Jewelry, Fine and Decorative Art, Luxury Accessories, Wine, and many more. Join a collaborative, fast-paced company where curiosity is valued, expertise is celebrated, and every day offers an opportunity to work with remarkable pieces of history and culture.

Build your career with Heritage Auctions, the world’s largest collectibles auctioneer. Celebrating its 50th anniversary in 2026, Heritage Auctions has spent five decades connecting collectors with extraordinary objects and the stories behind them. Headquartered in Dallas, Texas, with offices across the United States and around the world, Heritage serves more than 50 auction categories, including Coins, Sports, Comics, Entertainment, Historical, Jewelry, Fine and Decorative Art, Luxury Accessories, Wine, and many more. Join a collaborative, fast-paced company where curiosity is valued, expertise is celebrated, and every day offers an opportunity to work with remarkable pieces of history and culture.

Job Type

Full-time

Summary

The Notable Estates Coordinator supports the research, outreach, and coordination of high-profile and culturally significant estate consignments. This position assists with identifying prospective collections, preparing client correspondence and auction proposals, organizing consignment documentation, and coordinating collection logistics. The ideal candidate is a highly organized and polished communicator who can manage multiple priorities, collaborate across departments, and provide responsive, professional support to clients throughout the consignment process.

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

Salary Description

$25/hr+