Administrator / Trust & Estate in Monrovia, California at JOHN MORAN AUCTIONEERS INC

John Moran Auctioneers is a family-owned auction house with a long-standing reputation for personalized service, integrity, and expertise in fine art, jewelry, decorative art, and estate property. Founded in 1969 and based in Monrovia, California, Moran’s combines the experience of a respected full-service auction house with an approachable, boutique style that puts clients first. The company works closely with collectors, families, fiduciaries, and estate representatives, offering tailored support and specialized service throughout the consignment, valuation, and auction process.

The Trusts and Estates Administrator is a key support role within the Trusts and Estates Department, helping deliver a high level of service to clients while keeping consignments, contracts, and department workflows organized and moving forward. This position serves as an important point of coordination between clients, specialists, and internal teams, ensuring that agreements are properly documented, deadlines are met, and estate property is managed carefully throughout the consignment process. The role also supports incoming appraisal and estate inquiries, prepares reports and meeting follow-up, and helps create a smooth, professional experience for clients from the initial conversation through sale preparation and resolution.

• Prepare and manage contracts, receipts, and related documentation, ensuring all required paperwork is completed accurately and on time.

• Serve as a client support contact by responding to questions, assisting with inquiries, and helping guide consignments through the process.

• Coordinate with specialists on incoming property, including valuations, property grouping, consignment tracking, and contract follow-up.

• Oversee administrative and logistical details such as status reports, meeting agendas, transport coordination, and authentication tracking.

• Travel off-site as needed to meet with clients, prepare contracts, and enter property into the system.

• Unpack, inspect, input, and label consigned property, including noting any defects or damage.

• Create and send weekly meeting agendas, post-meeting notes, and action items.

• Prepare status reports, including pending values, ageing, reconciliation, proof reports, and other department updates.

• Partner with the Director on strategies that support departmental growth.