Experience Coordinator

This is a remote position.

Key Responsibilities:

• Booking and Scheduling Coordination:
  

  • Manage multiple bookings and schedules, ensuring that all deadlines and client requirements are met.
    
  • Verify and organize the necessary details for each experience, such as dietary restrictions, preferences, and any other logistical requirements.
    
  • Work closely with suppliers and vendors to ensure availability of items or provide alternative solutions when necessary.
    

• Client Communication:
  

  • Communicate with clients in a professional, clear, and timely manner via phone and email.
    
  • Understand client needs and ensure all expectations are met, resolving any inquiries or issues efficiently.
    
  • Maintain open and transparent communication with team members and managers, ensuring seamless remote collaboration.
    

• Customer Service:
  

  • Deliver outstanding customer service by understanding and addressing customer needs and expectations.
    
  • Handle inquiries, complaints, and feedback courteously, ensuring a positive experience for all clients.
    

• Administration and Documentation:
  

  • Create, maintain, and update experience items, ensuring accuracy with details like pluralization and other specifics.
    
  • Maintain a thorough and accurate record of all bookings, correspondence, and invoicing.
    
  • Ensure meticulous timesheet recording and adherence to budget guidelines related to bookings.
    

• Problem Solving and Adaptability:
  

  • Quickly identify and address any challenges or issues that arise during the coordination of experiences.
    
  • Demonstrate resourcefulness by providing alternative solutions when items are unavailable or client needs change.
    
  • Adapt to evolving tools, processes, and customer requirements to ensure the smooth delivery of services.
    

Requirements

Key Skills and Attributes:

• Communication Skills:
  

  • Proficient in English with the ability to convey information clearly and accurately.
    
  • Experience with remote communication tools (e.g., Slack, Microsoft Suite).
    
  • Excellent phone and email etiquette, with an understanding of the importance of high communication in a remote working environment.
    

• Organizational Skills:
  

  • Exceptional organizational skills with the ability to manage multiple bookings, schedules, and deadlines.
    
  • Keen attention to detail, ensuring every aspect of an experience is considered, from logistics to special requests like dietary needs.
    

• Customer Service:
  

  • A strong understanding of customer needs and expectations, with the ability to deliver excellent customer service and resolve issues promptly.
    

• Tech Savvy:
  

  • Familiarity with booking platforms, CRM systems, and communication tools (e.g., email, Slack, Microsoft Office Suite).
    
  • Ability to learn and adapt to new software and tools as needed.
    

• Problem-Solving Skills:
  

  • Ability to think quickly, troubleshoot problems, and find solutions efficiently.
    
  • Resourcefulness in identifying alternative options or contacts when needed.
    

• Time Management:
  

  • Excellent time management skills, with the ability to prioritize tasks, manage bookings, and meet deadlines independently.
    
  • Strong focus and commitment to detailed timesheeting and task tracking.
    

• Adaptability:
  

  • Willingness to adapt to changing client demands or unforeseen circumstances.
    
  • Eagerness to learn and implement new tools, systems, and processes.
    

• Basic Financial Insights:
  

  • Understanding of pricing, invoicing, and budget management as it relates to coordinating bookings and experiences.
    

Qualifications:

• Previous experience in experience coordination, events management, or a similar role is advantageous.
  
• Strong interpersonal skills with a customer-centric approach.
  
• Ability to work independently and remotely with minimal supervision.
  
• Proficiency in Microsoft Office Suite, CRM systems, and communication tools.