Office Supervisor

John Moran Auctioneers; Monrovia (CA); On-site; USD 28,000 - 34,000; Full time

Job summary

John Moran Auctioneers in Monrovia, CA seeks an Office Supervisor to oversee the Customer Service team, ensuring timely responses to calls and emails, and proper vetting of clients before registration. You will manage bids, payments, and filing, while supporting HR onboarding and internal communication.

The role requires 3+ years of admin/office management experience, strong leadership, and solid Excel/Word/Outlook skills.

Qualifications

• Associate or bachelor’s degree in Business, Management, or related field preferred.
• 3+ years of administrative or office management experience in a fast-paced, client-focused environment.
• Strong communication, interpersonal, negotiation, and diplomatic skills.
• Proven supervisory and leadership experience managing teams.
• Exceptional organization, attention to detail, and problem-solving abilities.
• Ability to prioritize, delegate appropriately, and work under pressure with diverse personalities.
• Capable of working both independently and collaboratively to see projects through completion.
• Sound judgment with the ability to recognize when issues need escalation.
• Proficient in Microsoft Excel, Word, and Outlook; able to learn new software as needed.
• Prior auction house, museum, or gallery experience and a second language are pluses.

Responsibilities

• Oversee and support the customer service team, ensuring clients are treated with care and respect per policies.
• Handle escalated issues and inform the executive team as needed.
• Update client accounts and manage address changes, interests, and relationships.
• Oversee accounts receivable and ensure accurate daybooks and proper release of property after payments.
• Collaborate with the finance team to maintain records and generate reports.
• Assist in basic financial and administrative tasks, including expense tracking.
• Ensure W-9 collection and 1099 processing at year-end when appropriate.
• Manage incoming calls and emails, directing to the right people.

Skills

Communication

Interpersonal skills

Negotiation

Leadership

Organization

Attention to detail

Problem solving

Delegation

Time management

Education

Associate or Bachelor’s degree in Business/Management

Tools

Microsoft Excel

Microsoft Word

Outlook

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.

Full Time Monrovia, CA, US

30+ days ago Requisition ID: 1007

Salary Range: $20.00 To $25.00 Hourly

OVERVIEW: The Office Supervisor provides key oversight of the Customer Service team ensuring general phone calls and emails are answered in a timely manner, clients are property vetted prior to being registered and bids are entered correctly . R esponds to escalated client questions / concerns, further escalating when necessary . E nsures company files are properly stored, supplies are ordered and the office runs in an orderly fashion . M aintains best practices for all financial aspects of the company and payment processing.

ESSENTIAL JOB FUNCTIONS include but are not limited to:

• Supervises and supports the customer service team ensuring clients are treated with care and respect while adhering to company policies set by the employee hand-book
• Handles escalated issues and informs executive team, further escalating, if necessary
• Update client accounts ensuring information is current in the system; oversees follow up on new addresses for returned mail, client interests and relationships
• Oversees accounts receivable, ensures unpaid buyers are followed up with in a timely manner , accuracy of daybooks (incoming wire transfers, credit card transactions, cash and check deposits). Ensures checks have cleared prior to authorizing release of property
• Work with the finance team to maintain financial records and prepare financial reports as needed
• Assist in basic financial and administrative tasks, such as expense tracking
• Ensures W-9 collection from clients and vendors are being processed and then issue 1099’s as part of the year close out, when appropriate
• Oversees and directs incoming calls, emails, and inquiries to the appropriate individuals
• Maintain an organized and visually appealing reception area, conference rooms, and common spaces
• Support HR with the onboarding process for new hires, ensuring a smooth integration into the company
• Collaborate with various teams to ensure effective communication
• Address and resolve any office-related issues or challenges that arise
• Assist in planning and executing company events, meetings, and conferences, including managing catering arrangements, as needed
• Disseminate important information and announcements to employees and assist in internal communication efforts
• Supervises office supplies orders, inventory, food and beverage, and equipment maintenance

Auction Support

• Ensures online platform bidding align with in-house auction record keeping (auctioneer’s book) to keep all invoices accurate.
• Supervises bidder approval on all online platforms following established company guidelines
• Supervises sale day activities: Ensures bids are entered correctly, Conditions of Sale acknowledgment has been signed, successful bids are reconciled, invoices are generated correctly (including sales tax) and sent to clients the day of the sale
• Ensures sale day IT functionality by setting up and testing audio/video.
• Supervises the processing of phone bids
• Work directly with customers throughout the entire auction process ensuring a positive experience at all times ; registration, placing bids, receiving payments
• Execute online platforms data download for invoicing processing
• Manages online platform disputes
• Manage and staffs preview and office staff for all previews

ADDITIONAL RESPONSIBILITIES include but are not limited to:

• Additional duties as assigned by supervisor

QUALIFICATIONS:

• Associate or bachelor’s degree in Business , Management, or related field preferred
• 3+ years of administrative or office management experience in a fast-paced, client-focused environment
• Strong communication, interpersonal, negotiation, and diplomatic skills
• Proven supervisory and leadership experience managing teams
• Exceptional organization, attention to detail, and problem-solving abilities
• Ability to prioritize, delegate appropriately, and work under pressure with diverse personalities
• Capable of working both independently and collaboratively to see projects through completion
• Sound judgment with the ability to recognize when issues need escalation
• Proficient in Microsoft Excel, Word, and Outlook; able to learn new software as needed
• Prior auction house, museum, or gallery experience and a second language are pluses