Incoming Consignor Relations Assistant

About the role

The Incoming Consignor Relations Assistant plays an important customer-facing role for the incoming department. Through many inbound and outbound phone calls and answering consignor questions, the Incoming Consignor Relations Assistant assures a high level of customer service and organizational support for the entire department. This position regularly deals with all aspects of auctions including pre-sale, sale, and post-sale questions and requests.

Responsibilities

• Answers incoming calls or makes outbound calls related to consignor questions about the consignor’s guns or auction inventory.
• Keeps call logs up-to-date and follows up on outstanding questions with appropriate consignors.
• Logs payment instructions (including ACH information).
• Reviews and ensures accuracy of incoming consignor information, including tracking files and maintaining accuracy of “contract percentages” into system.
• Serves as main point-of-contact with consignors for sharing results with consignors post-auction; after-auction calls regarding no-sales; pick-up/package notifications; and items that were (unexpectedly) not part of auction.
• Matches incoming items with paperwork, tracks packages, requests factory paperwork, department mailing, updates packages log and other administrative duties as needed.
• Completes appropriate forms and documentation, which may include FFL Forms, tax forms and shipping requests.
• Performs pre-booking tasks, as needed, while meeting ATF required timeframe(s).
• Serves as backup for unpacking, as needed.
• Works expected overtime and required auction weekends (approximately 6 per year).
• Completes other duties, as assigned.

Requirements

• Advanced verbal and written communication skills demonstrating proper business etiquette.
• Ability and willingness to learn and follow all company rules for firearm safety.
• Ability and willingness to learn ATF and other regulatory compliance, and maintain such compliance.
• Advanced proofreading and analysis skills with strong attention to detail.
• Ability to use discretion and maintain confidentiality and working with sensitive information and data.
• Excellent organizational, prioritization, and follow-up skills with ability to successfully manage multiple priorities.
• Ability to use and operate office equipment and machinery such as computer, copier, scanner, and fax machine.
• Ability to read, write, speak and understand English.
• Ability to obtain and maintain active FOID card (Illinois residents only).
• High school diploma or GED equivalent.
• Two (2) years’ administrative support experience required.
• Intermediate proficiency using Microsoft Office (Outlook, Word, Excel) required.

Physical Requirements

• Routinely moving and transporting up to 25 pounds with occasional moving and transporting up to 50 pounds.
• Traversing and moving for prolonged periods up to 100% of the time with frequent ascending, descending, or positioning self to maintain moving and transporting consignor items.
• Must be able to constantly communicate and exchange accurate information.
• Must be able to detect, identify, inspect, observe, perceive and assess incoming consignment and consignor relations.
• Constantly operates and uses computer and other relevant equipment and office machinery.
• Constantly works with and around firearms, bladed weaponry, and valuable collectibles.