Marketing Project Coordinator

Description

Heritage Auctions is seeking a highly organized, resourceful Marketing Project Coordinator who can manage multiple projects, balance competing deadlines, and keep work moving through consistent follow-up.

· Coordinate a high volume of marketing projects across multiple auction categories, keeping track of overlapping deadlines and projects at different stages.

· Gather project requirements, copy, images, specifications, and approvals; follow up proactively when information is missing.

· Create and maintain accurate project requests, schedules, and status updates in Robohead.

· Coordinate print advertisements, direct mail, brochures, and other auction marketing materials according to established plans and production timelines.

· Monitor progress daily, identify potential delays, and take action before deadlines are affected.

· Route proofs, communicate revisions, and secure final approvals.

· Lead regular check-in meetings with category representatives to review upcoming projects, priorities, and outstanding items.

· Communicate deadlines and production requirements clearly, including explaining how changes or late submissions affect delivery.

· Work with your manager to resolve conflicting priorities and requests that fall outside established timelines.

· Apply training and feedback to manage assigned projects with increasing independence.

Requirements

· Experience coordinating multiple projects, requests, or schedules in a busy environment. Relevant backgrounds may include project coordination, account support, marketing support, production coordination, or administrative operations.

· Demonstrated ability to manage competing priorities while maintaining accuracy and meeting deadlines.

· Strong follow-through and a proactive approach to obtaining information, resolving questions, and keeping others informed.

· Professional confidence when communicating with different personalities, following up on overdue items, and reinforcing deadlines.

· Ability to learn new processes quickly, apply feedback, and use what you have learned to handle similar situations independently.

· Sound judgment about when to take action, ask questions, or involve a manager.

· Strong written communication, attention to detail, and proficiency with Microsoft Outlook, Excel, and Word.

· Some experience supporting marketing projects or coordinating promotional materials.

· Familiarity with print production, proof reviews, or approval workflows.

· Experience using project management software such as Robohead, Asana, or Monday.com.

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