Booking Agent (Part Time) 20800

The final offer is at the clients discretion and will depend on the candidates interview result skills and experience.

The Booking Agent will take over the administrative process once a prospective client has completed the initial sales and estimation stage with the business owner.

From there this person will be responsible for confirming artist availability preparing invoices and contracts coordinating consultations maintaining calendars and ensuring each booking progresses through the companys established workflow. This is not a sales-focused position. The majority of client inquiries and initial sales conversations are handled by the owner before being passed to the Booking Coordinator.

The successful candidate should be comfortable stepping into a fast-paced environment where not every process is set in stone. They should be able to follow existing SOPs while also thinking critically solving problems and suggesting improvements where appropriate.

• Take ownership of bookings once the initial client inquiry sales conversation and estimate have been completed.
• Review all booking details provided by the owner and ensure the information required to move forward is complete.
• Check availability across the companys team of approximately 1416 hair and makeup artists.
• Determine whether the company has sufficient artist availability to fulfill the clients entire booking.
• Where full coverage is unavailable communicate available service options and adjust bookings accordingly.
• Maintain accurate records for every active booking and ensure nothing is missed as clients progress through the workflow.

• Create and send client invoices using established templates and processes.
• Prepare contracts using existing templates making client-specific adjustments where required.
• Ensure contracts accurately reflect booking details special requests and relevant client preferences.
• Track deposits invoices contracts and outstanding booking requirements.
• Update invoices when services or booking details change.

• Coordinate communication between clients and their assigned hair and makeup artists.
• Introduce clients to their assigned artists when consultations are requested.
• Coordinate consultation availability between all parties.
• Schedule consultations and other booking-related appointments.
• Send and maintain calendar invitations with relevant information including location details preparation instructions and other event-specific requirements.
• Ensure artists and clients have the information they need ahead of each appointment or event.

• Maintain accurate calendars across multiple clients artists consultations and events.
• Manage each clients workflow through the companys Booking Task Manager spreadsheet.
• Use Todoist to track detailed tasks reminders and booking requirements.
• Follow established process manuals and SOPs when additional guidance is required.
• Proactively identify missing information outstanding actions scheduling conflicts or potential booking issues.

• Work primarily across Gmail and Google Workspace for client correspondence and documentation.
• Use Squarespace for invoicing and relevant booking administration.
• Work with Todoist for task and reminder management.
• Maintain the companys Booking Task Manager and associated spreadsheets.
• Learn the companys existing Service Fusion workflow while supporting its transition toward simpler systems.
• Assist with updating administrative workflows and documentation as processes evolve.
• Potentially support additional administrative responsibilities as the role grows.

• Experience: Proven background in administrative coordination scheduling customer service or booking management.
• Communication & Professionalism: Exceptional verbal and written English skills capable of communicating confidently with US-based clients maintaining discretion with sensitive information and contributing effectively in virtual team meetings.
• Organization & Scheduling: Highly organized detail-oriented and proficient in managing multiple calendars deadlines appointments and client workflows simultaneously.
• Problem-Solving & Adaptability: Proactive capable of independent judgment and comfortable navigating ambiguity or changing workflows with a mindset for process improvement.
• Long-Term Mindset: Interested in a stable long-term role with opportunities for professional growth.

• Previous experience with a wedding bridal beauty salon photography events or other appointment-based service business.
• Experience coordinating multiple service providers or contractors.
• Experience preparing contracts and invoices.
• Experience managing client workflows from confirmation through service delivery.
• Experience working with CRMs booking platforms or project/task management systems.
• Experience helping a small business improve or simplify administrative processes.

Required Experience:

Unclear Seniority