About the Role

We are seeking a highly organized and detail-oriented Administrative & Scheduling Coordinator to join our growing team. In this role, you will be responsible for managing client communications, coordinating event schedules, assigning team members to events, and ensuring every booking is organized from start to finish.

This position is ideal for someone who thrives in a fast-paced environment, enjoys working with people, and has exceptional organizational and communication skills. You will play a key role in ensuring clients receive an outstanding experience while supporting the daily operations of a busy event services company.

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Key Responsibilities

• Manage the primary client communication inbox, responding to inquiries professionally and promptly.
• Collect, verify, and maintain accurate event information including dates, venues, timelines, guest counts, and special requests.
• Coordinate and assign team members to events based on availability, location, logistics, and client requirements.
• Send confirmations, reminders, and follow-up communications using company templates while ensuring accuracy and consistency.
• Manage calendars for events, appointments, meetings, and internal schedules.
• Coordinate with internal team members to ensure all event details are communicated effectively.
• Monitor scheduling conflicts and proactively resolve issues before they impact operations.
• Maintain accurate records within the company's CRM and scheduling systems.
• Assist in documenting and improving administrative workflows and communication processes.
• Provide general administrative support to ensure smooth day-to-day operations.

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Qualifications & Requirements

• Minimum of 2-3 years of experience in an administrative, scheduling, coordinator, executive assistant, or customer support role.
• Excellent written and verbal English communication skills.
• Strong organizational and time management abilities.
• Exceptional attention to detail and accuracy.
• Ability to manage multiple priorities in a fast-paced environment.
• Comfortable working with calendars, scheduling platforms, and CRM systems.
• Proficient in Google Workspace or Microsoft Office.
• Strong problem-solving skills with the ability to make sound scheduling decisions.
• Able to work independently while collaborating effectively with a remote team.
• Experience supporting event-based, hospitality, service, or logistics businesses is an advantage.

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What We're Looking For

We're looking for someone who:

• Is highly organized and enjoys coordinating multiple moving parts.
• Communicates professionally and confidently with clients.
• Takes ownership of tasks and follows through without constant supervision.
• Can prioritize urgent requests while maintaining accuracy.
• Has a customer-first mindset and enjoys creating positive client experiences.
• Thinks proactively and continuously looks for ways to improve processes.
• Remains calm under pressure and adapts quickly to changing schedules.

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System Requirements

• Reliable computer (Windows or Mac) capable of handling multiple applications simultaneously.
• Stable internet connection with at least 100 Mbps download speed.
• Backup internet connection is highly preferred.
• Noise-cancelling headset.
• Extra monitor to improve productivity and efficiency.
• Quiet, professional home workspace.