Fine & Decorative Arts Inquiries Coordinator

Description

Position Summary

The Fine & Decorative Arts Inquiries Coordinator serves as the first point of contact for many clients seeking Heritage Auctions' services. This client-facing role is responsible for receiving, evaluating, and routing incoming inquiries to the appropriate specialists and departments in a timely and professional manner.

The coordinator manages inquiries received through email, online appraisal and evaluation forms, phone calls, voicemail, and walk-in visits. The position also assists with pre-sale and post-sale client inquiries, gathers additional information and images when necessary, and supports the Fine Arts department with administrative and operational tasks as needed.

LOCATION: South of Dallas/Fort Worth International Airport, NW corner of W. Airport Freeway (Hwy. 183) and Valley View Lane

BENEFITS:

- Medical, Dental, Vision coverage

- Paid time off

- 401k savings plans

- Onsite gym with access to a personal trainer 

COMPENSATION: Commensurate based on experience.

Requirements

ESSENTIAL DUTIES & RESPONSIBILITIES:

Coordinate incoming inquiries sent to the Fine & Decorative Arts department.

Monitor and respond to incoming inquiries received through:

- Email

- Online appraisal and evaluation forms

- Telephone calls and voicemail

- Walk-in client visits

Review, categorize, and route inquiries to the appropriate specialist, department, or regional representative.

Ensure inquiries are assigned accurately based on collecting category, region, value, urgency, and other relevant criteria.

Follow up with clients when needed to obtain additional information, documentation, images, or details necessary for evaluation.

Answer and manage the general Fine Arts phone line and voicemail inbox.

Assist walk-in clients by gathering information and directing them to the appropriate department or specialist.

Monitor and distribute pre-auction and post-auction inquiries to ensure timely responses.

Maintain and improve response templates and documentation within company systems.

Assist specialists and directors with administrative tasks related to inquiries and incoming consignments, such as property listings or client proposals.

Provide exceptional customer service while representing Heritage Auctions in a professional and knowledgeable manner.

Support departmental projects and perform additional duties as assigned by the Managing Director.

REQUIRED QUALIFICATIONS:

Associate or bachelor's degree in fine art, Art History, or a related field, or an equivalent combination of education and demonstrated expertise in Fine & Decorative Arts.

Minimum two years of customer service, client services, administrative support, or office coordination experience.

Excellent verbal and written communication skills.

Strong interpersonal skills with the ability to interact professionally with clients, colleagues, and specialists.

Demonstrated ability to prioritize multiple tasks in a fast-paced environment.

Strong organizational skills and attention to detail.

Experience handling high volumes of inquiries, phone calls, emails, or service requests.

Proficiency with Microsoft Office applications and standard business software.

Ability to exercise sound judgment when evaluating and routing inquiries.

PREFERRED QUALIFICATIONS:

Previous experience in auctions, fine art, collectibles, galleries, museums, luxury goods, or related industries.

Familiarity with CRM, ticketing, or client service management systems.

Experience working with high-net-worth clients or customer-facing service environments.

KEY COMPETENCIES:

Customer Service Excellence

Professional Communication

Organization and Time Management

Problem Solving

Attention to Detail

Multitasking

Teamwork and Collaboration

Adaptability

Administrative Support

Client Relationship Management

PHYSICAL REQUIREMENTS: 

Ability to sit, stand, and walk for extended periods.

Ability to occasionally lift and move materials up to 25 pounds.

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