Office Administrator

Office Administrator  

About the Role  

We’re looking for a highly organized and responsive Office Administrator to support day-to-day operations and client communication. This role is the central point of contact for our clients and plays a key role in ensuring a smooth booking and service experience.

You’ll be responsible for handling incoming requests, managing bookings, coordinating schedules, and keeping operations running efficiently.

Key Responsibilities  

Customer Service & Communication

• Answer incoming calls, texts, and emails from clients
  

• Provide timely, professional responses and support
  

• Follow up with clients before and after appointments
  

• Handle customer questions, changes, and issue resolution
  

Booking & Scheduling

• Process and manage bookings through our online system
  

• Coordinate scheduling between clients and photographers
  

• Ensure all shoot details are accurate and confirmed
  

• Monitor calendar availability and optimize scheduling efficiency
  

Office & Operations Management

• Maintain organization of daily operations and workflows
  

• Update and manage records in CRM (Zoho)
  

• Assist with job tracking and status updates
  

• Coordinate internal communication between team members
  

• Assist in overall operational management  
  

Billing & Administrative Tasks

• Assist with invoicing and payment tracking
  

• Ensure orders are properly documented and completed
  

• Support basic reporting and daily recap summaries
  

Client Retention & Growth Support

• Follow up with current and past clients
  

• Reach out to new clients after job completion
  

• Help maintain strong relationships with our clients
  

What We’re Looking For  

• Strong communication skills (phone, text, email)
  

• Highly organized and detail-oriented
  

• Comfortable multitasking in a fast-paced environment
  

• Tech-savvy and quick to learn new systems
  

• Reliable and proactive with a strong work ethic
  

Bonus if you have:

• Experience in real estate, media services, or scheduling-based businesses
  

• Familiarity with CRM systems (Zoho, HubSpot, etc.)
  

• Customer service or administrative experience
  

Compensation  

• $50,000 per year or  (based on experience)
  

• Opportunity for growth into an executive position
  

Why This Role Matters  

This role is the operational backbone of the company and a key driver of the client experience. As the first point of contact for many of our clients, you set the tone for every interaction and play a direct role in how our brand is perceived.

You ensure that every booking is handled accurately, every client is responded to promptly, and every detail is accounted for from start to finish. By keeping schedules organized and communication clear, you help prevent errors, reduce friction, and create a smooth, reliable experience for both clients and our team.

Your work directly impacts client satisfaction and retention. When clients have a seamless experience, they come back and refer others. When operations run efficiently, the entire business performs better.

This position also supports revenue by making sure no opportunities are missed. Quick responses, proper follow-ups, and strong organization all contribute to higher booking volume and repeat business.

In short, this role is not just administrative. It is a central position that connects clients, team members, and operations, and plays a meaningful part in the company’s growth and long-term success.