Luxury Events Operations & Client Relations Coordinator - Freelance, Remote

Luxury Events Operations & Client Relations Coordinator - Freelance, Remote

Department: Boutique Client

Employment Type: Full Time

Location: Philippines

Reporting To: Client via Magic

Compensation: $7.00 / hour

Description

About the Client
Our client is an internationally recognized luxury event planning company specializing in creating extraordinary experiences for high-profile brands, celebrities, and discerning clients across the globe. Founded by a visionary entrepreneur with an MBA in International Marketing & Management, the company has been featured on Bravo TV and in prestigious publications like Harpers Bazaar Bride India and Huffington Post. With a commitment to excellence and a reputation for creating unforgettable events, they're seeking a detail-oriented professional to support their continued growth and maintain their exceptional service standards.

Why does this role exist?
This position was created to enhance operational efficiency and client experience for our thriving luxury events business and women's leadership conference series. We need a proactive and organized professional with a strong personality who can manage complex communication flows, support client relationships, and ensure seamless administrative processes across both KIS(cubed) Events and Leave Her Mark initiatives. By coordinating critical business functions and serving as a frontline representative for our brand, you'll enable our leadership team to focus on creative direction and strategic growth while maintaining the premium service experience our discerning clientele expects.

The Impact you’ll make

Communication & Relationship Management

• Oversee and organize email communications, ensuring prompt and professional responses to inquiries
• Conduct initial consultations with potential clients to gather information and schedule follow-up calls
• Filter and streamline subscriptions and communications to maintain focused inbox management
• Serve as the first point of contact for clients, vendors, and partners, representing the company's luxury brand

Lead Generation & Client Acquisition

• Manage lead tracking and follow-up using 17hats CRM platform
• Support the preparation of client proposals and contracts
• Conduct detailed research for prospective clients and projects
• Facilitate smooth client onboarding processes

Financial Operations & Administration

• Prepare and organize client invoices and expense documentation
• Implement and manage a robust payment tracking system to ensure timely collections
• Send payment reminders and conduct follow-up communications to secure outstanding payments
• Maintain detailed financial records for both KIS(cubed) Events and Leave Her Mark programs
• Ensure all financial documentation is organized and ready for CPA review

Calendar & Travel Coordination

• Manage executive calendar, ensuring efficient scheduling of appointments and meetings
• Coordinate across time zones for international client engagements
• Book and organize travel arrangements for business trips and events
• Proactively identify and resolve scheduling conflicts

• Consistent 24-48 hour response time to all client and lead communications
• Increased efficiency in lead conversion through meticulous CRM management
• Reduction in outstanding payments through effective collections management
• Seamless calendar management with minimal conflicts or issues
• Positive feedback from clients regarding communication and responsiveness
• Successful administrative support for both luxury events and women's leadership initiatives

Skills, Knowledge and Expertise

Required:

• Minimum 2 years of experience in luxury hospitality, events, or high-end client services
• Proven track record of managing complex communications and administrative processes
• Experience with CRM platforms and client relationship management
• Proficiency with financial tracking, payment collection, and basic bookkeeping principles
• Demonstrated ability to represent a luxury brand with appropriate professionalism
• WFH Set-Up:
  • Computer with at least 8GB RAM, an Intel i5 core processor/AMD Ryzen 5 Processor and up.
  • Internet speed of at least 40MBPS
  • Headset with an extended mic that has noise cancellation and a webcam
  • Back-up computer and internet connection
  • Quiet, dedicated workspace at home

Your Superpowers:

• Exceptional communication skills with impeccable attention to tone and detail
• Proactive problem-solving with the ability to anticipate needs before they arise
• Strong, confident personality that can professionally handle challenging situations
• Deep organizational abilities to manage multiple priorities simultaneously
• Professional poise and composure when dealing with high-profile clients
• Resourcefulness in finding solutions to complex logistical challenges
• Meticulous attention to detail in all administrative and client-facing tasks
• Adaptability to seamlessly transition between luxury events and leadership conference priorities

You should apply if…

• You thrive in roles requiring both organization and relationship-building
• You're passionate about luxury experiences and empowering women's initiatives
• You take pride in creating seamless operations behind the scenes
• You're energized by supporting successful entrepreneurs and their vision
• You have a strong personality that can confidently represent a luxury brand
• You value supporting leadership initiatives for women
• You're excited to be part of creating extraordinary experiences for discerning clients

What to expect...

Work Setup:

• Remote position
• Must have a reliable internet connection and a quiet workspace
• Required to provide own computer with Intel Core i5 or something similar or higher operating system

Working Hours:

• Monday to Friday, 9 AM to 6 PM EST (Eastern Standard Time)
• 40 hours per week

Compensation:

• $7 per hour
• No benefits package included

Benefits