Role: Client Operations & Project Coordinator

Working Hours: Flexible 40 hour work week, bulk will be Mon-Fri, should be open to an hour or two over the weekends to assist with incoming queries (EST)

Salary Range: $1200 - $2000 USD ($) per month (The final offer is at the client’s discretion and depends on the candidate’s interview result, skills, and experience.)

Type of contract: Independent Contractor

Type of job: Remote

Key Responsibilities:

Lead intake & CRM operations

Monitor inbound leads from website forms, The Knot, WeddingWire, and other channels.
Ensure all leads are logged, tagged, and assigned workflows in the CRM.
Maintain accurate lead tracking in internal worksheets.
Execute defined pre-event upsell follow-ups at the appropriate stage.

Client onboarding & payment tracking

Onboard signed clients into internal tracking tools and project systems.
Send payment reminders and track partial payments.
Flag payment issues or exceptions for management review.

Event & project coordination

Assign and confirm subcontractors based on availability and event needs.
Collect required event details from clients and planners (timelines, music selections, logistics).
Request and distribute Certificates of Insurance when required.
Communicate finalized event details to subcontractors, internal staff, and management.
Create and manage post-production projects in the project management system.
Handle or escalate one-off client requests and edge cases.

Post-event delivery & follow-up

Track editing and deliverable progress.
Send completed deliverables to clients.
Execute post-event upsell follow-ups where applicable.
Request reviews and client feedback.

Required Characteristics:

Highly organized with the ability to manage many concurrent projects.
Strong written communication skills with a professional, client-facing tone.
Process-oriented and comfortable following structured workflows.
Detail-driven with strong follow-through.
Comfortable working independently in a remote environment.
Calm and reliable under deadline-driven conditions.

Preferred Characteristics:

Experience in event-based businesses (weddings, live events, production, hospitality).
Prior work as a project coordinator, operations coordinator, or client services coordinator.
Familiarity with CRMs, spreadsheets, and project management tools (e.g., 17hats, Monday, Google Sheets/Excel).
Experience coordinating freelancers or subcontractors.
Comfort handling light AR tasks (payment reminders, balance tracking).

Client Operations & Project Coordinator - 18446