Auction Operations & Business Coordinator

Job Description

Job Description

Auction Operations & Business Coordinator

Location: Coon Rapids, MN
Employment Type: Full-Time (30–40 hours/week)
Compensation: $22–$27/hour, based on experience

About Caring Transitions

At Caring Transitions Twin Cities Central, we help seniors and their families through life's biggest transitions by providing relocation, downsizing, estate sales, online auctions, and complete home cleanouts.

Our CTBids online auction business is one of the fastest-growing parts of our company. Every week we manage multiple client estates, thousands of auction items, hundreds of bidders, and a busy warehouse operation.

We're looking for someone who enjoys solving problems, organizing operations, learning new technology, and helping run a fast-paced online auction business.

This is not a traditional warehouse position. You'll spend your day balancing computer-based operations, reporting, customer support, online auction management, warehouse oversight, executive support, and hands-on auction production. If you're equally comfortable working in Microsoft Excel, learning new software, photographing merchandise, organizing inventory, and helping customers, you'll thrive in this role.

Position Summary

The Auction Operations Coordinator serves as the operational hub of our CTBids business.

This position oversees the daily execution of our online auction operation while ensuring client projects move efficiently from intake through auction completion, pickup, shipping, settlement, and final disposition.

Success in this role requires someone who can see the "big picture" while also jumping in to help wherever needed. One hour you may be reconciling PayPal reports, the next updating client reports in Excel, photographing auction items, coordinating warehouse priorities, or helping customers during pickup.

This position is accountable for the overall organization, workflow, and operational success of the CTBids business.

Primary ResponsibilitiesAuction Operations & Workflow Management

• Coordinate the daily workflow of the CTBids operation from intake through settlement.

• Maintain and oversee the warehouse production board, ensuring client priorities remain current.

• Coordinate weekly production priorities with leadership.

• Ensure warehouse teams are focused on the highest-priority client projects.

• Monitor warehouse bays to ensure projects continue progressing on schedule.

• Coordinate workflow between movers, lotters, photographers, warehouse staff, and leadership.

• Identify bottlenecks and proactively resolve operational issues.

• Maintain organization throughout the production process.

• Jump into lotting, photography, staging, or merchandise preparation whenever additional support is needed. While this is not the primary responsibility of the role, a willingness to step in and support the team is essential.

Warehouse Operations

• Oversee daily warehouse operations and inventory flow.

• Verify movers properly unload, stage, and organize incoming inventory.

• Ensure inventory moves efficiently through each stage of production.

• Manage the Cash & Carry retail area.

• Oversee processing of non-sold and forfeited inventory, including both physical processing and administrative documentation.

• Maintain warehouse organization, cleanliness, and operational readiness.

• Coordinate donation, recycling, disposal, and inventory movement.

• Ensure sold merchandise is staged correctly for pickup and shipping.

Auction Administration & Reporting

• Export reports from CT Seller and other company platforms.

• Prepare Excel reports for clients and leadership.

• Analyze auction performance and operational metrics.

• Monitor bidder activity and payment status.

• Process offline payments when necessary.

• Follow up with buyers regarding failed or incomplete payments.

• Research payment discrepancies.

• Reconcile PayPal deposits against auction proceeds.

• Manage PayPal disputes and chargebacks.

• Maintain accurate documentation within CT Seller.

• Oversee Shipping Saint workflows, shipping reports, and shipment status.

• Ensure auction settlements and client reporting are accurate and completed on schedule.

Buyer Support & Customer Experience

• Assist buyers during auction pickups.

• Resolve bidder questions requiring in-person investigation.

• Coordinate shipping requests and special pickup situations.

• Deliver an exceptional customer experience throughout the auction process.

• Partner with the Virtual Operations Assistant to resolve complex bidder issues.

Executive & Business Operations Support

• Provide operational support to the ownership team.

• Coordinate vendor communications and business accounts.

• Reserve U-Haul trucks, equipment rentals, and operational resources.

• Manage incoming and outgoing mail and packages.

• Prepare bank deposits and manage cash collected during auction pickups.

• Follow up on outstanding Caring Transitions client invoices.

• Coordinate with vendors including Comcast, UPS, USPS, and other service providers.

• Generate reports from Jobber, CT Seller, Shipping Saint, PayPal, Microsoft Excel, and other business platforms.

• Research vendors, products, pricing, and operational solutions.

• Assist with special projects requested by ownership.

• Anticipate business needs and proactively reduce administrative burden for leadership.

Marketing Support

• Capture short-form videos and behind-the-scenes content for social media.

• Boost active auctions during the final days before closing.

• Identify standout items that deserve additional marketing exposure.

Qualifications

We're looking for someone who:

• Is exceptionally organized and detail-oriented.

• Enjoys figuring things out and solving problems.

• Thrives in a fast-paced environment with changing priorities.

• Is comfortable balancing administrative work with hands-on operational support.

• Learns new technology quickly.

• Is highly proficient with Microsoft Excel and enjoys working with reports and data.

• Takes initiative and follows through without constant direction.

• Communicates professionally with customers, vendors, and team members.

• Enjoys improving systems and creating order from complexity.

Technical Skills

The ideal candidate is comfortable learning multiple software platforms and enjoys using technology to improve efficiency.

Experience with Microsoft Excel is required. Experience with the following platforms is preferred but not required—we will train the right candidate:

• Microsoft Excel (formulas, sorting, filtering, pivot tables, reporting)

• Microsoft Office 365

• Shipping Saint

• PayPal

• Canva, Cap Cut

• Chat GPT and other AI Tools

Who Will Thrive in This Role?

This role is ideal for someone who:

• Loves creating order from chaos.

• Naturally notices when something is off and takes action.

• Enjoys technology and learning new software.

• Likes analyzing reports as much as organizing physical operations.

• Can move seamlessly from an Excel report to photographing merchandise to helping a customer.

• Enjoys online auctions, resale, antiques, collectibles, or e-commerce.

• Wants to become an integral part of a growing entrepreneurial business where their ideas and contributions make a real impact.

Why Join Caring Transitions?

This is an opportunity to become one of the key operational leaders in a growing business.

You'll help families during meaningful life transitions while supporting one of the Twin Cities' leading online auction operations. Every day brings new challenges, new treasures, and new opportunities to improve how we serve our clients and buyers.

If you're looking for a position that combines technology, operations, customer service, business support, and hands-on problem solving, we'd love to meet you.

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