Role: Booking Agent (Part Time)
Working Schedule: Monday-Friday, 20-25hrs/week, Flexible depending on business need
Target Start Date: September 2026

The final offer is at the client’s discretion and will depend on the candidate’s interview result, skills, and experience.

About the Role:

The Booking Agent will take over the administrative process once a prospective client has completed the initial sales and estimation stage with the business owner.

From there, this person will be responsible for confirming artist availability, preparing invoices and contracts, coordinating consultations, maintaining calendars, and ensuring each booking progresses through the company's established workflow. This is not a sales-focused position. The majority of client inquiries and initial sales conversations are handled by the owner before being passed to the Booking Coordinator.

The successful candidate should be comfortable stepping into a fast-paced environment where not every process is set in stone. They should be able to follow existing SOPs while also thinking critically, solving problems, and suggesting improvements where appropriate.

Key Responsibilities:

Booking Management

Take ownership of bookings once the initial client inquiry, sales conversation, and estimate have been completed.
Review all booking details provided by the owner and ensure the information required to move forward is complete.
Check availability across the company's team of approximately 14–16 hair and makeup artists.
Determine whether the company has sufficient artist availability to fulfill the client's entire booking.
Where full coverage is unavailable, communicate available service options and adjust bookings accordingly.
Maintain accurate records for every active booking and ensure nothing is missed as clients progress through the workflow.

Contracts & Invoicing

Create and send client invoices using established templates and processes.
Prepare contracts using existing templates, making client-specific adjustments where required.
Ensure contracts accurately reflect booking details, special requests, and relevant client preferences.
Track deposits, invoices, contracts, and outstanding booking requirements.
Update invoices when services or booking details change.

Artist & Client Coordination

Coordinate communication between clients and their assigned hair and makeup artists.
Introduce clients to their assigned artists when consultations are requested.
Coordinate consultation availability between all parties.
Schedule consultations and other booking-related appointments.
Send and maintain calendar invitations with relevant information, including location details, preparation instructions, and other event-specific requirements.
Ensure artists and clients have the information they need ahead of each appointment or event.

Calendar & Workflow Management

Maintain accurate calendars across multiple clients, artists, consultations, and events.
Manage each client's workflow through the company's Booking Task Manager spreadsheet.
Use Todoist to track detailed tasks, reminders, and booking requirements.
Follow established process manuals and SOPs when additional guidance is required.
Proactively identify missing information, outstanding actions, scheduling conflicts, or potential booking issues.

Systems & Administrative Support

Work primarily across Gmail and Google Workspace for client correspondence and documentation.
Use Squarespace for invoicing and relevant booking administration.
Work with Todoist for task and reminder management.
Maintain the company's Booking Task Manager and associated spreadsheets.
Learn the company's existing Service Fusion workflow while supporting its transition toward simpler systems.
Assist with updating administrative workflows and documentation as processes evolve.
Potentially support additional administrative responsibilities as the role grows.

Qualifications & Skills:

Experience: Proven background in administrative coordination, scheduling, customer service, or booking management.
Communication & Professionalism: Exceptional verbal and written English skills, capable of communicating confidently with US-based clients, maintaining discretion with sensitive information, and contributing effectively in virtual team meetings.
Organization & Scheduling: Highly organized, detail-oriented, and proficient in managing multiple calendars, deadlines, appointments, and client workflows simultaneously.
Problem-Solving & Adaptability: Proactive, capable of independent judgment, and comfortable navigating ambiguity or changing workflows, with a mindset for process improvement.
Long-Term Mindset: Interested in a stable, long-term role with opportunities for professional growth.

Desired (Nice to Have):

Previous experience with a wedding, bridal, beauty, salon, photography, events, or other appointment-based service business.
Experience coordinating multiple service providers or contractors.
Experience preparing contracts and invoices.
Experience managing client workflows from confirmation through service delivery.
Experience working with CRMs, booking platforms, or project/task management systems.
Experience helping a small business improve or simplify administrative processes.

About the Role:

Key Responsibilities:

Booking Management

Take ownership of bookings once the initial client inquiry, sales conversation, and estimate have been completed.

Review all booking details provided by the owner and ensure the information required to move forward is complete.

Check availability across the company's team of approximately 14–16 hair and makeup artists.

Determine whether the company has sufficient artist availability to fulfill the client's entire booking.

Where full coverage is unavailable, communicate available service options and adjust bookings accordingly.

Maintain accurate records for every active booking and ensure nothing is missed as clients progress through the workflow.

Contracts & Invoicing

Create and send client invoices using established templates and processes.

Prepare contracts using existing templates, making client-specific adjustments where required.

Ensure contracts accurately reflect booking details, special requests, and relevant client preferences.

Track deposits, invoices, contracts, and outstanding booking requirements.

Update invoices when services or booking details change.

Artist & Client Coordination

Coordinate communication between clients and their assigned hair and makeup artists.

Introduce clients to their assigned artists when consultations are requested.

Coordinate consultation availability between all parties.

Schedule consultations and other booking-related appointments.

Send and maintain calendar invitations with relevant information, including location details, preparation instructions, and other event-specific requirements.

Ensure artists and clients have the information they need ahead of each appointment or event.

Calendar & Workflow Management

Maintain accurate calendars across multiple clients, artists, consultations, and events.

Manage each client's workflow through the company's Booking Task Manager spreadsheet.

Use Todoist to track detailed tasks, reminders, and booking requirements.

Follow established process manuals and SOPs when additional guidance is required.

Proactively identify missing information, outstanding actions, scheduling conflicts, or potential booking issues.

Systems & Administrative Support

Work primarily across Gmail and Google Workspace for client correspondence and documentation.

Use Squarespace for invoicing and relevant booking administration.

Work with Todoist for task and reminder management.

Maintain the company's Booking Task Manager and associated spreadsheets.

Learn the company's existing Service Fusion workflow while supporting its transition toward simpler systems.

Assist with updating administrative workflows and documentation as processes evolve.

Potentially support additional administrative responsibilities as the role grows.

Qualifications & Skills:

Experience: Proven background in administrative coordination, scheduling, customer service, or booking management.

Communication & Professionalism: Exceptional verbal and written English skills, capable of communicating confidently with US-based clients, maintaining discretion with sensitive information, and contributing effectively in virtual team meetings.

Organization & Scheduling: Highly organized, detail-oriented, and proficient in managing multiple calendars, deadlines, appointments, and client workflows simultaneously.

Problem-Solving & Adaptability: Proactive, capable of independent judgment, and comfortable navigating ambiguity or changing workflows, with a mindset for process improvement.

Long-Term Mindset: Interested in a stable, long-term role with opportunities for professional growth.

Desired (Nice to Have):

Booking Agent (Part Time) - 20800