Commercial Auction Office Manager

This position, based in our Morrisville office, reports to the commercial division manager and requires work in and out of the office and occasionally outdoors, in addition to occasional regional travel.

Candidate must:

  • Have high attention to detail
  • Be accurate and highly organized
  • Be a self-starter and a finisher
  • Be able to work independently and with a team
  • Be able to closely follow instructions and be accountable
  • Have technical / computer & project management skills
  • Proficiency in Word, Excel, Outlook
  • Editing, resizing, numbering photographs
  • Become fluent in Auctionflex (auction specific software)
  • Creating efficiencies through expanded understanding and use of Auctionflex

Tasks include:

  • Tracking expenses and updating accounts (labor, materials, vendors)
  • Create account within Auctionflex at time of contract and assign auction number
  • Collecting job sheets from staff and contractors
  • Collecting invoices from vendors, staff & contractors and submitting to accounting with job reference
  • Vendors and contractors must reference job or P.O. number on invoice in order to be paid
  • Copies of all invoices into auction folder & scanned into drive
  • All invoices posted to account in Auctionflex instantly
  • Managing division staff
  • Work with division manager to develop staff schedules / project timelines
  • Keep overtime to a minimum
  • Proxibid – online auction platform: Become fluent in Proxbid
  • Copying catalogs, being sure to use latest version
  • Preparing auction day supplies using checklist
  • Managing auction set up equipment & supply inventory
  • Fielding telephone inquiries
  • Answering questions regarding projects
  • Maintaining call log
  • Proofing & uploading auction catalogs. Look for and note: Inaccurate or nonsensible descriptions; missing or poor photographs; title status (available, BOS only, VT Reg., etc.)
  • Scheduling auction activities and vendors
  • Refer to Matrix
  • Interface between commercial and marketing
  • Regular meeting with marketing to review deadlines and marketing materials
  • Bring materials requiring further review or input to supervisor or project manager
  • Assistance with direct outreach to customers / prospects
  • Telephone, email
  • Updating project status and reporting to management team
  • Daily review of each auction checklist /matrix within the project folder / Google drive
  • Goal: all tasks are completed on time and on budget
  • Updating budget reports for each job daily and provide to division manager
  • Participating in commercial auctions (occasional) clerk / cashier, preview staff, load out supervision
  • Title Clerk: Create and populate a folder for each vehicle prior to auction; include all documents necessary to transfer title (BOS, Title, POA, etc.); duplicate all documents
  • Creating settlement drafts using check list to ensure no omissions
  • Recording and publishing operations meetings minutes


  • Keep your work space neat and clean up after yourself
  • Make sure your work is complete and accurate before bringing to supervisor
  • Ask questions if unclear of what you are doing
  • Return tools and equipment at the end of the day or project
  • Report equipment failures, recommend repairs, facilitate
  • Other tasks deemed necessary by THCo.

Auto Auction Saturday Staff 

Fast-paced auto auction facility is seeking part-time office helpers, deposit takers, clerks, and drivers two to four Saturdays a month in Williston. Are you outgoing and energetic? Do you have cashiering or bank teller experience, good math and computer skills? Must be accurate, possess good organizational and customer service skills, and be able to pass a background check. Valid Vermont driver’s license and excellent driving record required for drivers. Office help must pass a background check. Great pay, free lunch, 6-7 hours (times vary for each position). 

Auction Set Up & Load Out Helpers 

We are seeking PT super stars with some flexibility in their schedule for our busy auction company based in Morrisville. Previous auction experience not required but, if you are a Jack/Jill-of-all-Trades, we’d love to hear from you!

Responsibilities include:

  • Traveling to auction sites throughout the state and New England with occasional overnight stays
  • Picking up / transporting auctions items 
  • Operating vehicles & heavy equipment including fork lifts, front-end loaders, tractors, trucks, trailers (No CDL required)
  • Sorting, staging, cataloging, merchandising, photographing auction items in varying venues
  • Tracking / reporting daily billable expenses
  • Ability to lift at least 50 lbs.

Accuracy, organizational skills and attention to detail are a must! Must have valid Vermont driver’s license. 

Thomas Hirchak Company is an at will employer. Email resumes to: HR@THCAuction.com

Contact Thomas Hirchak Company

Thomas Hirchak Company has a proven record of results through our successful auction marketing.

Main Office:
Thomas Hirchak Company
1878 Cadys Falls Road
Morrisville, Vermont 05661
PHONE: (802) 888-4662
TOLL FREE: (800) 634-7653
FAX: (802) 888-2211
EMAIL: info@THCAuction.com

Williston (Autos)
298 J. Brown Drive
Williston, Vermont 05495
PHONE: (802) 878-9200
TOLL FREE: (800) 474-6132
FAX: (802) 878-0222
EMAIL: AutoInfo@THCAuction.com