• Manage incoming enquiries across shared inboxes and respond promptly to client and venue communications.
• Coordinate bookings from initial enquiry through to completion, ensuring all event details are accurately managed within Notion.
• Prepare and issue quotes, assist with booking negotiations where required, and maintain excellent client relationships throughout the booking process.
• Coordinate musician availability, rehearsal schedules and event logistics while communicating updates through Notion and WhatsApp.
• Liaise with venues, clients and event planners to confirm event requirements including logistics, timings, equipment and scheduling.
• Coordinate tour and concert logistics including venue bookings, accommodation, travel, itineraries, ticketing platforms and merchandise where required.
• Organise team meetings, maintain operational workflows and provide administrative support to ensure the smooth running of the business.
• Provide executive support and assist with additional operational tasks as required.
Client Information
The Company is a boutique entertainment business that manages two premium string ensembles, delivering exceptional performances for weddings, corporate events, private functions, and concerts.
Must Haves
• Previous experience in operations, administration, project coordination or event coordination.
• Excellent written and verbal English communication skills with confidence communicating via phone and email.
• Strong organisational and time management skills with the ability to manage multiple priorities.
• High attention to detail and the ability to work proactively with minimal supervision.
• Comfortable learning new systems and following established workflows within Notion.
• Strong problem-solving skills and the ability to take ownership of tasks from start to finish.
• Competent using spreadsheets and general business software.
• Professional, friendly and confident communicator.
• Highly organised with exceptional attention to detail.
• Proactive and accountable with strong problem-solving skills.
• Able to manage multiple projects and deadlines simultaneously.
Customer-focused with excellent relationship management skills.
Enjoys working collaboratively while taking ownership of day-to-day operations.
Nice to Haves
• Experience within events, hospitality, entertainment or the music industry.
• Experience coordinating contractors or performers.
• Negotiation and client relationship management experience.
• Experience using Notion and ticketing platforms such as Humanitix.
• An interest in music or the performing arts.
Home Office Requirements
Please only apply for this role if you have the following home office requirements:
· Perfectly working headset and webcam
· Stable internet connection of at least 25 Mbps ~ 50 Mbps
· Up to date computer system with a minimum of Windows 10 or later and macOS Monterey (12.0) or later
· Quiet room with no distractions or background noises
· A backup plan if the power goes out or if your internet connection becomes unstable during your shift
Only applicants meeting the strict criteria above will be contacted.
Connect With Us
https://virtualcoworker.com.ph
https://virtualcoworker.com/our-culture
https://www.facebook.com/virtualcoworker
https://www.linkedin.com/company/virtual-coworker
