Office Administrator Jobs

Case Auctions, Inc. is a growing International Fine Art and Antiques auction gallery located in Knoxville, TN, with satellite offices in Nashville, Tri-Cities, and Chattanooga. We are seeking a highly organized and detail-oriented Office Administrator to join our auction house teaminKnoxville. As Office Administrator, you will play a crucial role in ensuring the smooth operation of our office and auction events. This position requires a combination of general administrative skills and specific knowledge of auction processes. The ideal candidate will be proficient in multitasking, have excellent communication skills, and thrive in a fast-paced environment.This would be a full-time 40-hour-per-week position with some occasional weekend work associated with auctions. Benefits include health insurance,vacation pay, and 401K matching and profit sharing.

Responsibilities:

General Administrative Duties

• Manage office filing systems, including both physical and digital records, ensuring accuracy and confidentiality.
• Handle incoming and outgoing mail, packages, and deliveries.
• Prepare and distribute internal communications, memos, and announcements.
• Maintain office supplies, inventory, equipment,and all marketing materials,ensuring they are well-stocked and in acceptable condition.
• Perform day-to-day administrative tasks such as answering phones, responding to emails, and managing office correspondence.
• Engage with consignors and buyers as needed to facilitate their needs.
• Assist with scheduling appointments, coordinating meetings, and maintaining calendars for staff members.
• Create on-site consignment listings for consignment pick-ups as needed.

Auction-Specific Responsibilities

• Ensure compliance with auction regulations, legal requirements, and confidentiality policies.
• Provide support during auction events, including managing bidder registration, assisting with bidder inquiries,auction day clerking,and facilitating smooth auction proceedings.
• Coordinate bidder approvals,includingverifying necessary documentation and maintaining bidder databases.
• Tag and document inventory items accurately, including detailed descriptions and any relevant historical or provenance information.
• Work with Consignor Relations Manager and assist with post-auction consignor payments.
• Collaborate with the auction team to organize and coordinate auction previews and events, including setups and catering arrangements.
• Work closely with logistics teams to coordinate shipping and delivery of auction items to/from the auction house.
• Assist with processing invoices and payments from successful bidders, ensuring accuracy and timely completion.

Qualifications

• Knowledge of auction house operations and processes is highly desirable.
• Excellent written and verbal communication skills.
• Proficient in using computers and office software, including Google Suite.
• Proven experience as an office administrator or in a similar administrative role.
• Ability to work independently and collaboratively in a team-oriented environment.
• Exceptional problem-solving and decision-making abilities.
• Detail-oriented and able to maintain accurate records and documentation.
• Occasional lifting required, individual should be capable of lifting/carrying 50 lbs
• Strong organizational skills with the ability to multitask and prioritize effectively.
• Discretion and integrity in handling sensitive and confidential information.

This job description is intended to convey information essential to understanding the scope of the Office Administrator position at our auction house. It is not an exhaustive list of duties and may be subject to change based on the needs of the organization.