Full-time
Lead Administrative Coordinator
Posted on 13 August 24 by Virtual Work World
- $800 - $960 per Month
Powered by Tracker
Job Description
Contract: Full-time Remote Contractor (160-200 hours monthly )Business Hours: Monday to Friday, flexible between 9 AM and 7 PM EST
Rate: $800 - $960 monthly / $9,600 - $11,520 annually
(Salary range is negotiable based on experience)
Availability to Start: September 3, 2024
Additional Info: Additional perks included in the compensation structure
Company Profile
With a team of 30 photographers and videographers in the U.S. and 14 in India, this US-based company has captured hundreds of weddings across the globe. Their philosophy is centered on treating each wedding day as if it were their own, ensuring that every moment, from the initial discussions to the engagement shoot and the big day itself, is thoughtfully planned and creatively executed. The company is dedicated to not only capturing moments but also helping to create them, providing comprehensive support on the wedding day to allow couples to focus solely on enjoying their special day. Passionate about love in all its forms, they believe each wedding is unique and deserving of personalized attention, beginning with a deep understanding of the couple's story.
What You'll Do
As the Lead Administrative Coordinator, you will oversee a team of administrative professionals, ensuring that all tasks are completed efficiently and accurately. Your role involves guiding and supporting your team, particularly during weddings and events. You'll manage CRM systems for leads, clients, and quotes, handle financial tasks such as expenses and payroll, and keep WordPress updated as needed. You'll be responsible for prompt communication with clients and team members, managing client deliverables, and coordinating event logistics, including travel arrangements and team outfitting. Additionally, you'll manage social media updates across various platforms and track key performance indicators (KPIs) to maintain high standards of service and accuracy in all tasks.
Responsibilities include but are not limited to:
-
Team Management:
- Oversee a group of admins, ensuring all tasks are completed efficiently and accurately.
- Provide guidance and support to team members, particularly during weddings and other events.
- Streamline processes and identify new ways to improve efficiency and save time.
-
CRM and Financial Management:
- Manage a CRM system for leads, clients, and quotes.
- Create and manage quotes in the CRM system.
- Handle expenses and payroll via various methods.
- Make necessary updates to WordPress as needed.
-
Client and Team Communication:
- Check and respond promptly to correspondence with clients, planners, filmers, and photographers via email, WhatsApp, and Instagram.
- Ensure all client needs are met and communicated promptly.
- Manage client deliverables, including photos and videos.
-
Event Coordination:
- Ensure coordination teams have the necessary resources and information.
- Purchase airplane tickets, hotels, and car rentals as required.
- Be available for team members during weddings to answer questions or make modifications.
-
Social Media Management:
- Update Instagram, Pinterest, YouTube, and Facebook with each wedding's media.
- Create thumbnails for videos and upload them to YouTube.
- Manage reel creation and create reels for Instagram and stories as necessary.
What You Should Have
- At least 3 years of experience as an Administrative Assistant and/or Project Manager.
- Strong organizational and time management skills.
- Experience in team management and coordination.
- Proficiency in using CRM systems, financial management tools, and various software applications (ClickUp, Crew, 17hats, Canva, Lightroom & Photoshop).
- Proficiency in Microsoft Office Suite or Google Workspace.
- Strong communication skills, both written and verbal, with a native speaker level of fluency.
- High attention to detail and a proactive approach to problem-solving.
- Availability for emergencies and critical event times during weekends is a big plus!
-
NICE-TO-HAVES:
- Experience in event coordination, particularly in the South Asian wedding industry.
- Familiarity with social media management and content creation.
- Ability to streamline processes and implement new strategies to improve efficiency.
-
TECHNOLOGY SPECIFICATIONS:
- Minimum 50 Mbps Internet Speed
- Minimum intel i5 8th gen with 8GB of RAM
- Webcam and Headset
- Designated Office Space in your home
- For this role, MAC and iPhone are preferred but not required
Who You Are
We are hoping you are someone who:
- Has a strong desire to understand and address the needs and concerns of clients and team members.
- Is capable of leading a team with confidence and fostering a collaborative work environment.
- Is efficient in managing multiple tasks and priorities to meet deadlines.
- Is flexible and open to change and can easily adapt to and handle unexpected situations.
- Maintains a positive demeanor and motivates others, even under pressure.