Role overview

Qualifications

Experience in a virtual assistant, operations coordinator, or administrative role
Excellent written English communication skills for client-facing emails and copywriting
Highly organized with strong attention to detail and ability to manage multiple tasks
Availability to work full-time during AEST business hours (9:30am – 5:30pm Melbourne time)

Responsibilities

Coordinate end-to-end bookings: receive and manage booking requests (email, phone, text, online forms), schedule based on photographer availability, enter bookings into internal systems and calendars, and handle reschedules/cancellations.
Manage client communications: act as primary point of contact for agent inquiries and updates, send booking confirmations and delivery emails with asset links, follow up on property access details, and draft property descriptions/copywriting (approximately 1–2 per day).
Oversee post-production coordination: monitor editing progress, ensure delivery of final assets within agreed turnaround SLAs, coordinate with offshore editing teams to manage priorities and urgent requests, and support administrative tasks such as digitizing drone imagery (training provided).

Key facts

Remote from: Anywhere
Full time
Expert & Leadership (>10 years)
Operations Coordinator
English

Hard skills

Business Communication Google Workspace Calendar Management Microsoft Bookings Data Entry Operations Support Systems Email Management Online Communication Organizational Structure Communications Server

Other skills

Scheduling
Distributed Team Management
Technical Acumen
Adaptability
Multitasking
Time Management
Teamwork
Proactivity
Detail Oriented
Problem Solving

About the company

Teams Squared

Staffing & Recruiting

Company details

IndustryStaffing & Recruiting

Links

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Job description

This is a remote position.

About Teams Squared:

We are a team augmentation company dedicated to connecting exceptional remote talent with global organizations.

Job Description:

We are seeking a Studio Coordinator to support a growing Melbourne-based real estate photography studio. This role serves as the operational hub between clients (real estate agents), on-site photographers, and offshore editing teams, ensuring seamless coordination across all stages of the workflow.

This position was previously managed in-house and is now transitioning to a remote setup. The ideal candidate is highly organized, detail-oriented, and proactive, with the ability to manage scheduling, client communication, and post-production coordination in a fast-paced environment.

The role requires full-time availability during AEST business hours (9:30am – 5:30pm Melbourne time) and strong communication skills to manage client-facing interactions effectively.

Responsibilities:

Booking & Scheduling Management

Receive and manage booking requests via email, phone, text, and online forms
Schedule jobs based on photographer availability and location efficiency
Enter bookings into internal systems and coordinate calendar events for photographers
Handle reschedules, cancellations, and last-minute changes efficiently

Client Communication

Act as the first point of contact for client (agent) enquiries and job updates
Send booking confirmations and delivery emails with asset links
Follow up on property access details and special instructions prior to shoot day
Draft property descriptions and copywriting (approximately 1–2 per day)

Post-Production Coordination

Monitor job progress through the editing pipeline
Ensure delivery of final assets within agreed turnaround SLAs
Coordinate with offshore editing teams to manage priorities and urgent requests
Support administrative tasks such as digitizing drone imagery (training provided)

Requirements

Previous experience in a Virtual Assistant, Operations Coordinator, or Administrative role is preferred
Excellent written English communication skills, particularly for client-facing emails and copywriting
Highly organized with strong attention to detail and ability to manage multiple tasks simultaneously
Strong problem-solving skills and ability to adapt in a fast-paced environment
Proficiency in Google Workspace (Calendar, Drive, Gmail)
Tech-savvy with the ability to learn new tools quickly and systems
Proactive, responsive, and able to work independently in a remote environment
Availability to work full-time during AEST business hours (9:30am – 5:30pm Melbourne time) is mandatory
Experience in real estate, photography, or creative/operations coordination is a strong advantage but not essential.

Benefits

Opportunity for 100% remote work.
Competitive compensation package.
Access to tools and systems to support efficient workflow management.
Training provided for all business-specific processes, tools, and standards.

Note: Only shortlisted candidates will be contacted for further discussions.

Teams Squared is an equal opportunity employer, valuing diversity and inclusivity.

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