Overview
Administrative Coordinator Jobs in Fort Worth, TX at The Oilfield Academy
Position Overview
Showtime Auctioneers and Wampler Capital are seeking a dependable, highly organized Administrative Coordinator to support our daily office, auction, and equipment-sales operations.
This position will take ownership of administrative details, customer communication, documents, scheduling, recordkeeping, and follow-up. The ideal candidate is professional, accurate, comfortable working in a fast-paced environment, and able to complete assignments without needing constant supervision.
Primary Responsibilities
Answer and direct incoming telephone calls, emails, and customer inquiries.
Maintain organized electronic and physical files.
Prepare, proofread, scan, upload, and distribute business documents.
Enter and maintain customer, seller, buyer, equipment, and sales information.
Assist with auction cataloging, lot descriptions, photographs, and document organization.
Upload and update auction listings on Wavebid, Proxibid, EquipmentFacts, BidSpotter, and Showtime LIVE.
Track seller contracts, equipment information, titles, invoices, payments, and pickup documents.
Assist with bidder registrations and respond to basic buyer questions.
Prepare invoices, bills of sale, title paperwork, settlement documents, and other transaction records.
Follow up with buyers regarding payment, required documentation, and equipment pickup.
Communicate with sellers to collect equipment details, photographs, titles, and supporting records.
Maintain auction calendars, deadlines, task lists, and follow-up schedules.
Update HubSpot or other company systems with accurate contact and activity information.
Coordinate appointments, meetings, travel arrangements, and office schedules when requested.
Order office supplies and help maintain an organized, professional workplace.
Assist management and other employees with administrative projects as needed.
Protect confidential company, customer, employee, and transaction information.
Qualifications
Two or more years of administrative or office experience preferred.
Strong organizational skills and close attention to detail.
Professional written and verbal communication.
Comfortable speaking with customers, buyers, sellers, vendors, and transportation companies.
Proficient with Microsoft Office, Google Workspace, email, spreadsheets, and cloud-based systems.
Ability to learn auction and customer-management software.
Capable of managing multiple assignments and meeting firm deadlines.
Dependable, punctual, discreet, and able to follow through.
Comfortable asking questions when necessary while also working independently.
Experience with auctions, equipment sales, titles, accounting, logistics, or the oil and gas industry is helpful but not required.
What Success Looks Like
The successful candidate will:
Keep records complete, accurate, and easy to locate.
Stay ahead of deadlines and follow up without being repeatedly reminded.
Communicate professionally with customers and coworkers.
Catch missing information and mistakes before they become problems.
Help auction and private-sale transactions move smoothly from listing through payment and pickup.
Bring consistency, organization, and accountability to the office.
Workplace Expectations
This is an in-office position with regular hours of 8:00 a.m.–5:00 p.m., Monday through Friday. Employees are expected to maintain a professional appearance, arrive on time, keep personal cellphone use to a minimum during working hours, and remain focused on company responsibilities.
Compensation will be based on experience and qualifications. Benefits and paid time off will be discussed during the interview process.
Pay: $45,000.00 – $50,000.00 per year
Work Location: In person
Title: Administrative Coordinator
Company: The Oilfield Academy
Location: Fort Worth, TX
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