The Sales Assistant / Operations Coordinator serves as the operational hub of the client experience, overseeing every stage of the customer journey—from the initial inquiry through the successful completion of each event.

This role is responsible for ensuring that:

Every client inquiry receives prompt attention
Bookings are processed accurately
Contracts and invoices are completed on time
Event logistics remain organized
The studio calendar remains accurate and conflict-free
Every client receives a premium, white-glove experience

This is not simply an administrative support position. The ideal candidate takes ownership, makes informed decisions, proactively identifies issues before they arise, and protects every detail throughout the client lifecycle.

Because the business operates in the luxury events industry, every booking represents a significant client commitment. Missed communications, scheduling conflicts, or overlooked details directly impact both client satisfaction and company revenue.

Key Responsibilities

Client Communication & Customer Experience

Serve as the primary point of contact for clients through phone, email, and messaging platforms.
Deliver a professional, polished, and luxury-level customer experience throughout every interaction.
Respond promptly to new inquiries while creating a welcoming first impression.
Maintain proactive communication from initial inquiry through event completion.
Anticipate client needs and answer questions before they become concerns.
Protect and reinforce the company's premium brand reputation through exceptional service.

Sales Support & Booking Management

Manage inbound sales inquiries from first contact through confirmed booking.
Qualify prospective clients and provide accurate pricing and service information.
Prepare proposals and assist with closing new bookings.
Follow up consistently on open opportunities to maximize conversion rates.
Maintain accurate CRM records for every lead, opportunity, and client interaction.
Ensure all booking information is complete and accurate before confirmation.

Contracts, Invoicing & Accounts Receivable

Prepare client agreements and contracts accurately.
Verify pricing, services, and event details before finalizing documentation.
Generate and distribute invoices promptly.
Track outstanding balances and payment due dates.
Follow up professionally on unpaid invoices until payment is received.
Maintain organized contract and financial documentation.

Scheduling & Calendar Management

Own and maintain the master company calendar.
Prevent scheduling conflicts, double bookings, and availability issues.
Manage bookings scheduled months in advance with complete accuracy.
Continuously reconcile and verify future events.
Confirm appointments, send reminders, and update scheduling information.
Process reschedules, cancellations, and client changes while updating all related systems.
Ensure the operations team always has accurate scheduling information.

Event Coordination & Logistics

Coordinate event timelines from booking through execution.
Communicate with photographers, second shooters, vendors, venues, and event planners.
Verify that all event details are complete before each assignment.
Prepare and distribute event schedules and logistical information.
Ensure the creative team has everything necessary before event day.
Support seamless event execution through proactive coordination.

Administrative Operations

Manage company email, calendars, and daily operational workflows.
Maintain organized digital records and documentation.
Keep leadership informed of priorities, deadlines, and operational risks.
Support the daily administrative needs of the business.
Ensure nothing falls through the cracks by maintaining strong organizational systems.

CRM & Systems Management

Maintain accurate CRM records throughout the sales pipeline.
Update lead stages, notes, follow-up tasks, and client histories.
Manage business phone communications through RingCentral.
Maintain the studio's synchronized calendar across all connected systems.
Organize Dropbox files using consistent naming conventions.
Prepare professional client-facing documents and presentations using Canva or similar tools.

Execution & Accountability

Take ownership of projects from beginning to completion.
Identify potential issues early and communicate proposed solutions.
Work independently with minimal supervision.
Demonstrate initiative by completing tasks proactively.
Remain calm, organized, and solution-focused during busy event periods.
Maintain a high standard of accuracy across all responsibilities.

Reporting & Performance Tracking

Maintain visibility of the booking pipeline.
Monitor inquiries, proposals, confirmed bookings, and upcoming events.
Track outstanding invoices and accounts receivable.
Prepare weekly operational updates for management.
Report scheduling conflicts, client concerns, and operational risks immediately.
Provide accurate reporting to support business decision-making.

Additional Responsibilities

Maintain standardized templates for inquiries, proposals, contracts, and client communications.
Assist with collecting client testimonials, online reviews, and referrals after completed events.
Keep SOPs and client-facing documentation updated.
Support operational continuity and coverage planning around the company's event calendar.

Qualifications

Required

3+ years of experience in one or more of the following:
- Sales Support
- Operations Coordination
- Executive Assistance
- Client Success
- Customer Service
- Administrative Operations
Experience managing client communications in a professional, client-facing environment.
Strong organizational and multitasking skills.
Excellent verbal and written communication skills in both English and Spanish.
Experience working with CRM platforms.
Strong attention to detail and commitment to accuracy.
Ability to manage multiple deadlines and priorities simultaneously.
Comfortable working independently in a fast-paced remote environment.

Preferred

Previous experience supporting luxury, premium service, photography, wedding, hospitality, or events businesses.
Experience coordinating calendars and scheduling high-value client appointments.
Familiarity with proposal preparation, contracts, and invoicing.
Experience managing accounts receivable follow-up.
Previous experience working with remote teams.

Core Competencies

Client Relationship Management
Sales Support & Booking Coordination
Calendar & Scheduling Management
Contract Administration
Event Coordination
CRM Management
Administrative Operations
Professional Communication
Attention to Detail
Organization & Time Management
Accountability & Ownership
Problem Solving
Adaptability
Proactive Communication

Typical Work Day

Review the company calendar, upcoming events, and daily priorities.
Respond to overnight inquiries, emails, phone calls, and client messages.
Qualify new leads and move opportunities through the sales pipeline.
Prepare proposals, contracts, and invoices.
Follow up with prospective clients and outstanding bookings.
Coordinate photographers, vendors, venues, and event logistics.
Update CRM records, notes, and client communications.
Track outstanding invoices and accounts receivable.
Resolve scheduling conflicts and client requests.
Prepare management updates regarding priorities and operational risks.
Ensure all daily tasks are completed before the end of the business day.

Typical Workweek

Monday

Review the booking pipeline.
Review upcoming events and calendar availability.
Prioritize projects and operational objectives for the week.

Tuesday – Thursday

Manage client communications.
Process bookings and proposals.
Prepare contracts and invoices.
Coordinate event logistics.
Follow up on outstanding opportunities.
Maintain CRM accuracy.

Friday

Review outstanding payments.
Reconcile the master calendar.
Organize documentation and templates.
Complete CRM cleanup.
Prepare weekly operational summary for management.

Weekly Time Allocation

35% Client Communication, Sales Support & Bookings
25% Scheduling, Calendar Management & Event Coordination
20% Contracts, Invoicing & Accounts Receivable
15% Administrative Operations & CRM Management
5% Reporting & Process Improvement

Performance Evaluation

Performance will be evaluated based on:

Client communication quality and responsiveness.
Booking conversion and follow-up consistency.
Calendar accuracy and scheduling management.
Contract and invoice accuracy.
Timely collection of outstanding payments.
CRM data integrity.
Client satisfaction.
Operational reliability.
Overall ownership and accountability.

Key Performance Indicators (KPIs)

Inquiry response time.
Inquiry-to-booking conversion rate.
Booking follow-up completion rate.
Calendar accuracy.
Number of scheduling conflicts.
Contract accuracy.
Invoice accuracy.
Accounts receivable collection rate.
CRM completeness and accuracy.
Client satisfaction ratings.
Client reviews and referral generation.
Weekly reporting consistency.

Reports To

Studio Management
Operations Lead

This role works closely with:

Operations Integrator
Photographers
Production Team

Performance and employee engagement are continuously supported through The Virtual HR Department™.

Software & Tools

Zoho CRM or GoHighLevel
RingCentral
Google Calendar
Dropbox
Canva
Claude AI
ChatGPT
Fathom
Google Workspace
Microsoft Office

Onboarding Plan (90 Days)

Phase 1: Company Orientation & Systems Training (Weeks 1–2)

During the first two weeks, the team member will:

Complete company onboarding.
Learn the company's brand standards and client experience expectations.
Receive access to all internal systems and software.
Review current bookings and upcoming events.
Become familiar with company SOPs and workflows.
Learn the calendar management process.

Phase 2: Client Communication & Booking Integration (Weeks 3–6)

The team member will begin taking ownership of:

Client communication.
Inquiry management.
Booking coordination.
Contract preparation.
CRM management.
Sales follow-up activities.

Regular coaching and feedback will be provided throughout this phase.

Phase 3: Independent Operations Management (Weeks 7–12)

By the end of the onboarding period, the team member should independently manage:

The complete client journey.
Calendar management.
Event coordination.
Contracts and invoicing.
Accounts receivable follow-up.
CRM accuracy.
Weekly reporting and operational updates.

Ongoing coaching and support continue through The Virtual HR Department™, including AI best practices and operational process improvements.

Work Environment

This is a fully remote position requiring a professional home office environment.

Candidates must have:

Reliable high-speed internet (minimum 100 Mbps download / 20 Mbps upload).
Backup internet connection (mobile hotspot or secondary provider).
Modern computer with at least 16 GB RAM and a current-generation processor.
Dual monitors (strongly preferred).
Professional noise-canceling headset.
HD webcam.
Quiet, distraction-free workspace suitable for client calls.
Backup power solution (UPS or equivalent) for power interruptions.
Availability during U.S. Eastern Time business hours, with flexibility to support the studio's event calendar.

About the Company

This opportunity is with an established luxury photography and visual storytelling studio that serves a high-end, referral-driven clientele throughout the United States.

The studio specializes in creating premium photography experiences and is recognized for delivering exceptional service from the initial inquiry through final event execution.

Operating as a small, high-performing team, the company values:

Ownership
Accountability
Precision
Proactive communication
Operational excellence

Every client interaction is treated with care, professionalism, and attention to detail. Because the studio captures once-in-a-lifetime events, maintaining an exceptional client experience is critical to the company's reputation and continued growth.

Sales Assistant / Operations Coordinator

Job Description