Job Overview
The Assistant Coordinator supports the planning, scheduling, and administrative coordination for our bridal hair and makeup company. Reporting directly to the Business Manager, this role requires strong multitasking skills, excellent communication, and the ability to stay calm and organized while managing multiple projects at once.
This is a client-facing, communication-heavy role with email as the primary form of communication, along with daily phone calls with clients. The Assistant Coordinator works closely with wedding planners, hair and makeup artists, and clients to coordinate job details and ensure contracts, schedules, and expectations are aligned.
When working in person at our studio in Vienna, VA, this role will also involve greeting clients and providing a welcoming, professional experience.
Key Responsibilities
- Gain a thorough understanding of the company’s structure, services, and administrative processes
- Build and maintain positive working relationships with artists, vendors, planners, and internal team members
- Work independently with minimal supervision while effectively multitasking across multiple projects, contracts, and priorities
- Stay highly organized and complete tasks accurately and on time
- Communicate clearly and professionally with clients, wedding planners, hair and makeup artists, vendors, and internal team members via phone, email, and written correspondence
- Provide excellent in-person customer service, including greeting and assisting clients when they visit our studio in Vienna, VA
Handle essential administrative duties, including:
- Answering and managing incoming phone calls
- Responding to emails in a timely and professional manner
- Sending quotes, contracts, and invoices
- Maintaining employee, client, and financial records
- Manage accurate data entry and reporting
- Provide information and assistance to employees, vendors, clients, and lenders as needed
- Coordinate job details and logistics with wedding planners, hair and makeup artists, and clients to ensure accurate scheduling and smooth execution
- Manage multiple projects, contracts, and timelines simultaneously while maintaining accuracy and organization
Must-Have Skills & Requirements
- Strong familiarity with Gmail and Google Calendar
- Fast and accurate typing and data entry skills
- Exceptional attention to detail and organization
- Ability to think quickly and problem-solve in real time
- Self-motivated with a proactive, take-initiative mindset
- Ability to remain calm, professional, and solutions-oriented in fast-paced or high-pressure situations, including managing phone calls and time-sensitive requests
- Strong time management and task prioritization skills
- Professional appearance and approachable demeanor
- Clear, polite, and confident phone communication skills
- Excellent written, verbal, and interpersonal communication skills
Qualifications
- High School Diploma or equivalent required
- Previous experience in administrative support, coordination, or operations roles preferred
- Strong problem-solving skills and a creative, solutions-oriented mindset
- A positive attitude with a commitment to excellence and follow-through
Job Type: Full-time
Pay: $20.00 - $25.00 per hour
Expected hours: 35 per week
Work Location: Hybrid remote in VA 22182, USA
