Marketing Project Coordinator

About the Role

Heritage Auctions is seeking a highly organized, resourceful Marketing Project Coordinator to manage multiple projects, balance competing deadlines, and ensure work progresses through consistent follow-up. This position coordinates marketing projects for an assigned group of auction categories, serving as the day-to-day contact between category representatives and the Marketing Department.

Key Responsibilities

• 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 & Tech Stack

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

Preferred Experience

• 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.

Schedule & Location

• This is a full-time onsite position at our Dallas Headquarters.
• Located 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