Benefits:

401(k)

401(k) matching

Bonus based on performance

Company parties

Competitive salary

Dental insurance

Donation matching

Flexible schedule

Free food & snacks

Health insurance

Opportunity for advancement

Paid time off

Parental leave

Training & development

Tuition assistance

Vision insurance

Wellness resources

About the Company

John Moran Auctioneers is a family-owned and operated company that brings together buyers and sellers of decorative and fine art, jewelry, and fine furnishings. We operate from core principles of approachability, transparency, and honesty in words and deeds. We strive to treat every consignment as our own and have offered a customizable, boutique approach to consignment, estate liquidation, and valuation services for more than 50 years.

Our Ideal Candidate

We seek a highly organized and detail-oriented Administrative Assistant for our Trusts and Estates Department. The ideal candidate will excel in contract management, client relations, and inventory oversight. They should be adept at preparing and processing documents, coordinating with the internal team, and managing consignments. Strong communication skills are essential for client interactions, report generation, and auction support. The role requires proficiency in digital systems, a keen eye for detail, and the ability to multitask effectively. The successful applicant will be a proactive problem-solver, capable of working independently while contributing to team goals. They should be comfortable with occasional travel and representing the company at industry events in the evenings and on weekends. A passion for the auction industry, coupled with a commitment to outstanding customer service, will be key to success in this dynamic role that supports departmental growth and operational efficiency.

Essential job functions include but are not limited to:

Prepares contracts and receipts for the Trusts & Estates department, ensuring documents are signed prior to property deadline and non-standard contractual obligations are met

Coordinate with specialists to determine property groupings and values of incoming inventory that has not already been assigned an estimate

Works with specialists to close out any open or pending contracts and valuations

Travel off-site as necessary, prepare contracts and digitally enter property into the system

Represents John Moran Auctioneers by attending/participating in outside events related to their field

Unpack, note defects/damage, input, and label inventory property from all consignments

Tracking authentications as it related to Trusts and Estates

Arranges for and coordinates property transport, as needed

Creates and sends weekly agenda for departmental meetings when required, sends post-meeting notes and action items

Assist with contacting clients before each sale via email and phone

Coordinate cleaning, restoration, and authentication between client, specialist, cataloguers, and third parties

Meet with clients and receive property, as needed

Create status reports as assigned by the supervisor, including but not limited to pending values, length of time outstanding, reconciliation, proof reports, etc.…

Works with the Director on strategies to encourage departmental growth

Work with specialists to ensure formulaic property entry to minimize required cataloguing changes

Skills and Experience

2+ years of auction house, gallery, or museum experience

Strong business awareness of the art market

Strong written and verbal skills

Ability to work in a fast-paced and dynamic environment

Ability to manage and maintain multiple deadlines

Computer literate and proficient in MS office suite

Prior use of auction or collection based or similar CRM software

Actively seeks to increase knowledge in various areas of interest

An upbeat, cool under pressure, business professional who can work with a variety of strong personalities

Second language preferred

USPAP accreditation a plus

Must complete an online course for Microsoft Excel

Must be able to travel within California and out of state

Drivers licence is required

Must be able to lift up to 20 lbs