Administrative Coordinator

About Us

Pacific Auction Company partners exclusively with nonprofits and charities to support fundraising auctions and gala events throughout the region. We are a small, mission-driven team based in Davis, CA, and our work directly supports organizations raising funds for important community causes.

We pride ourselves on being collaborative, detail-oriented, and dependable during fast-paced fundraising seasons. Our office is connected to an active warehouse and event operation, so no two days are exactly alike.

Position Overview

We are seeking a reliable, organized, and detail-oriented Administrative Coordinator to support our front office operations, fundraising event preparation, and administrative processes.

This role plays an important part in keeping our office running smoothly and ensuring fundraising events are prepared accurately and professionally. The ideal candidate is dependable, proactive, highly organized, and comfortable managing a variety of responsibilities in a small-business environment.

Because we are a small team, this position requires someone who is adaptable, comfortable wearing multiple hats, and able to maintain accuracy and professionalism under deadlines. The ideal candidate takes pride in being dependable, detail-oriented, and someone the team can consistently rely on to help keep daily operations organized and on track.

This is a full-time, on-site position based in Davis, CA.

Schedule

• Full-time position
• Monday-Friday, 9:00 a.m.-5:00 p.m.
• Additional hours may occasionally be required during peak fundraising seasons and event weeks

Key Responsibilities

Front Office & Administrative Support

• Answer incoming phone calls and relay messages promptly and professionally
• Welcome and assist visitors, vendors, and delivery personnel
• Maintain a clean, organized, and professional front office environment
• Manage office and event supply inventory
• Receive and organize incoming deliveries and event materials
• Manage outgoing mail and occasional post office drop-offs
• Open and close the office as scheduled
• Work independently in the front office when other team members are off-site at events

Event Preparation & Coordination

• Prepare auction bins and event materials prior to fundraising events
• Break down, organize, and restock event materials following fundraising events
• Create, proofread, and manage bid sheets and other printed event materials
• Create and maintain artist bios, table signage, and event documents
• Prepare travel acknowledgement letters and envelopes for fundraising auction packages
• Format and prepare live auction item summaries and auctioneer run sheets
• Create and update PowerPoint presentations for live fundraising events
• Prepare printed and digital materials used by auctioneers and event staff
• Assist with auction checkout technology and event-related administrative systems
• Organize digital and printed event files to ensure accuracy and consistency
• Help coordinate timelines and priorities during busy fundraising seasons

Accounting & Data Entry Support

• Enter post-event financial and sales information into QuickBooks
• Create QuickBooks bills and inventory-related entries
• Assist with invoice preparation, payment tracking, and general data entry
• Maintain confidentiality and accuracy when handling financial information

Qualifications

• High school diploma or GED required
• Bachelor’s degree preferred, but not required
• Strong attention to detail and accuracy
• Excellent proofreading and organizational skills
• Ability to manage multiple tasks and deadlines
• Comfortable learning and using office and accounting software
• Strong written and verbal communication skills
• Reliable, punctual, and dependable with consistent attendance
• Ability to work independently and exercise good judgment
• Comfortable working in a small-business environment where responsibilities may vary day to day

Preferred Qualifications

• Prior administrative, office coordinator, or front desk experience
• Experience with QuickBooks or bookkeeping support
• Event, nonprofit, or fundraising experience
• Experience with Microsoft Office, Google Workspace, Excel/Sheets, and PowerPoint/Slides
• Marketing or communications experience is a plus

Work Environment

This role works from our Davis office and is connected to an active warehouse and event operation. Workload varies seasonally, with spring and fall being our busiest fundraising periods. Candidates should be comfortable working in a fast-paced environment during peak seasons and helping with organization and process improvement during slower periods.

Employees in this role may occasionally assist with on-site fundraising events and are expected to work a minimum of two events per year to better understand the event preparation process and overall client experience.

Compensation & Benefits

• Hourly pay: $18-$24/hour depending on experience and qualifications
• Health insurance/50% of employee premiums covered by Pacific Auction Company
• Dental and vision coverage/50% of employee premiums covered by Pacific Auction Company
• Retirement plan/employer match up to 3%
• Paid time off (PTO)

Additional Information

• Background check required
• Must be able to work on-site in Davis, CA