Virtual Booking Agent

Job Posted: 15.11.2021 18:27:36

Good Day!

I am searching for a virtual admin that is reliable and responsible to perform client management tasks and booking appointments for myself and the team of artists that work for my company. We provide special event hair and makeup artistry to clients on location. Several artists work for the company as freelance contractors. The job is very detailed. The person hired will need to be excellent at task management and follow up, have a pleasant and professional phone presence, type replies quickly and professionally, work great with time, draft proposals, book appointments, send texts and emails, and answer the phone. All work is documented virtually by time spent on each task. The position is set up as “on call” and tasks are logged in to equate to 4-5 hours per day of active work and 20-25 hours per week.

Here are a list some tasks that are needed:

-Provide communication between clients, contracted artists, and the office/Fiona
-Respond to all new inquiries and responses immediately (within 10 minutes if possible). This is imperative! Bookings are directly impacted by response times.
-Message contracted artists for availability for tentative clients
-Draft proposals including all required details once artists confirm availability
-Email proposals and followup within 24 hours of initial proposal
-Send next day appointment, payment, and contract reminders to clients and artists
-Provide on-call availability for weekends to ensure all major bookings operate smoothly. Requires problem-solving skills if there are last minute changes to bookings or emergencies.
-Document communication for all projects using Honeybook

Here are the operating systems used:

Gmail-email
Honeybook-client management system
Slack-company communications
Clockify -for documenting tasks/hours
Grasshopper app- text and phone calls

Serious applicants please apply!

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