Submissions Coordinator – Pop Culture

Heritage Auctions, Inc.; Irving (TX); On-site; USD 36,000 - 56,000; Full time

Benefits offered by this job

Medical, Dental, and Vision coverage

Paid time off

401k savings plans

Onsite gym with access to a personal '

Job summary

Heritage Auctions seeks a Submissions Coordinator to support trading card games, non-sports cards, and video game categories by receiving and processing inventory, coordinating grading submissions, and maintaining precise item records.

The role collaborates with department staff, clients, and third-party grading companies to track submissions and prepare items for the auction process. This full-time, on-site position requires attention to detail and familiarity with collectibles.

Qualifications

• Proficiency with Microsoft Word and Excel.
• Strong verbal and written communication skills.
• Excellent attention to detail and accurate data entry.
• Ability to manage multiple priorities, stay organized, and meet deadlines.
• Willingness to learn department procedures and inventory systems.
• Positive attitude and ability to work independently and collaboratively.
• Familiarity with trading card games or collectibles is a plus.
• Experience with inventory processing or third-party grading submissions is a plus.

Responsibilities

• Receive, verify, and process incoming trading cards and video games with accompanying documentation.
• Enter item descriptions, submission details, and identification data into the inventory system.
• Label, organize, and handle collectibles to maintain accurate tracking and condition.
• Prepare and process online grading submissions with complete information and documentation.
• Coordinate packing, shipping, and tracking of items to third-party grading companies.
• Monitor submission progress, address delays or discrepancies, and communicate status updates to staff and clients.
• Communicate with clients and grading companies regarding submission requirements and item information.
• Reconcile returned submissions against inventory records and update grading data in the system.
• Assist with scheduling, conducting, reconciling, and reporting physical inventories.
• Collaborate with staff to prioritize submissions and meet auction deadlines.

Skills

Strong communication

Attention to detail

Data entry accuracy

Multitasking

Team collaboration

Tools

Microsoft Word

Microsoft Excel

Job description

Description

Start your career with Heritage Auctions, a global auction house driven by curiosity, innovation, and the stories behind extraordinary objects. Headquartered in Dallas, Texas, with offices across the United States and around the world, Heritage connects collectors and consignors across more than 50 auction categories. We offer a dynamic environment where expertise, collaboration, and a passion for collectibles bring extraordinary objects to life.

SUMMARY:

The Submissions Coordinator supports the TCG department’s trading card games, non-sports trading cards, and video game categories by receiving and processing inventory, coordinating grading submissions, and maintaining accurate item records. This role works closely with department staff, clients, and third-party grading companies to track submissions and prepare items for the auction process.

BENEFITS:

• Medical, Dental, and Vision coverage


• Paid time off


• 401k savings plans


• Onsite gym with access to a personal trainer

COMPENSATION:

Based on experience.

LOCATION:

South of Dallas/Fort Worth International Airport, at the northwest corner of W. Airport Freeway (Hwy. 183) and Valley View Lane.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Other duties may be assigned.

• Receive, verify, and process incoming trading cards and video games, ensuring items match accompanying documentation.


• Accurately enter item descriptions, identifying details, and submission information into the inventory system.


• Label, organize, and handle collectibles with care to maintain accurate tracking and protect item condition.


• Prepare and process online grading submissions, ensuring required information and documentation are complete and accurate.


• Coordinate the packing, shipping, and tracking of items sent to third-party grading companies.


• Monitor submission progress, research delays or discrepancies, and communicate status updates to department staff and clients.


• Communicate with clients and grading companies regarding submission requirements, item information, and related questions.


• Reconcile returned submissions against inventory records and update grading information in the system.


• Assist with scheduling, conducting, reconciling, and reporting physical inventories.


• Collaborate with department staff to prioritize submissions and support auction deadlines.

Requirements

SKILLS AND ABILITIES:

• Proficiency in Microsoft Office applications, particularly Word and Excel.


• Strong verbal and written communication skills.


• Excellent attention to detail and accurate data entry skills.


• Ability to manage multiple priorities, stay organized, and meet deadlines.


• Willingness to learn department procedures, grading submission requirements, and inventory systems.


• Positive attitude and ability to work independently and collaboratively.


• Familiarity with trading card games, non-sports trading cards, and/or collectible video games is a plus, but not required.


• Experience with inventory processing or third-party grading submissions is a plus.

WORK ENVIRONMENT

Individuals must be able to work in a fast-paced, team-focused office environment while carefully handling collectible items.

Heritage Auctions welcomes and encourages applications from women, minorities, veterans, mature workers, and persons with disabilities. EOE

This is a full-time, on-site position, Monday through Friday. Overtime opportunities will be available and required as needed to meet business demands, including occasional evenings and weekends.