Administrative and Client Support Coordinator

Role: Administrative and Client Support Coordinator
Contract: Full-time Remote Contractor (160 hours monthly)
Business Hours:
> 9 AM to 6 PM EST, Monday to Friday
> 9 AM to 5 PM EST (Monday to Friday) and 10 AM to 3 PM EST (Saturday)
(with lunch and breaks included)
Payment Range: $800 - $1,000 USD monthly (Salary is negotiable based on experience and location)
Availability to Start: August 1, 2024
Additional Info; Additional perks included in the compensation structure


Client's Profile

This company is a passionate team of Indian wedding planners in the USA focused on creating memorable experiences that last a lifetime. They strive to ensure couples that they are a good match for their wedding. They are committed to excellence, providing precise coordination and prompt service delivery with professionalism and a positive attitude. Whether couples desire assistance planning their South-Asian wedding from start to finish, need guidance with the selection process, or simply require day-of coordination, the company will be there for them!

What you'll do

As the Admin and Client Support Coordinator, you will manage client relationships, ensure effective communication, address inquiries while tracking sales leads, and assist in proposal creation. You will handle financial and administrative tasks, including client invoicing, travel expense management, and maintaining vendor directories. Additionally, you will provide general administrative support to enhance productivity, assist in policy and procedure documentation, and manage data entry and research projects. In HR, you will coordinate team events, manage interview schedules, and support onboarding processes. Moreover, you will collaborate with the marketing team by supplying necessary information and coordinating with photographers and videographers for content creation, offering additional support. Your responsibilities will include:

> Client Relationship Management:
- Manage client communications, especially for onboarded clients awaiting service commencement.
- Respond to sales inquiries and update the sales tracker.
- Follow up with active leads and assist in creating proposals.
> Financial and Administrative Tasks:
- Handle client invoicing and manage travel expense reports post-events.
- Compile and submit expense reports for approval and client reimbursement.
- Arrange flights, hotel bookings, and other travel logistics.
- Maintain and update a vendor directory.
- Organize inboxes and contact lists to ensure efficient communication flow.
> General Administrative Support:
- Provide clerical and administrative support to maximize productivity.
- Assist in writing, filing, and updating policies and procedures.
- Conducted data entry and research and supported special ad-hoc projects as required.
> Human Resources Support:
- Schedule team events and coordinate on-site teams based on established processes.
- Assist with hiring tasks, including scheduling interviews and onboarding processes.
> Marketing Support:
- Collaborate with the marketing team by providing information to the social media coordinator, such as vendor information.
- Coordinate with photographers and videographers for content creation.
- Offer ad hoc support as needed.

What you should have

> At least two years of experience in positions such as Executive or Administrative Assistant, Operations Manager, Chief of Staff, or any other relevant roles.
> Experience working remotely with a company in the US, Canada, UK, and/or AU.
> Experience with Google Workspace or Microsoft Office Suite (Doc, Sheets, Slides, etc.).
> Experience with Cognito Forms and Zapier is crucial for the company's operations.
> Experience in handling staff communications, scheduling, and event coordination
> Experience in Project Management, including managing tasks and deadlines, updating assignees, and reporting (ClickUp experience is a plus!).
> Familiarity with Slack for communication and proficiency in managing and updating content on Squarespace.
> Outstanding organizational and time management skills.
> Nice to haves:
- Experience in event planning or wedding planning is a plus.
- Familiarity with South Asian customs is a big plus!
- Comfortable in a start-up environment with the ability to adapt to changing priorities.

Who you are

> We hope you are someone who:
- Communicates effectively and openly with the team and clients.
- Is open and honest in all communications and interactions.
- Is proactive in foreseeing and addressing tasks before being asked.
- Has robust skills in coordinating with a team of 35-40 people.
- Handles diverse responsibilities and tasks with flexibility.
- Maintains a positive and professional demeanor in all interactions.