Remomo

Role Description We are seeking a highly organized, detail-oriented, and proactive Administrative & Client Experience Coordinator to support daily operations, client communications, scheduling, and event coordination. This role is ideal for someone who thrives in a fast-paced hospitality environment, enjoys working with clients, and can manage multiple moving parts while maintaining a luxury customer experience. The ideal candidate is calm under pressure, professional in communication, highly organized, and capable of anticipating client needs before they arise. The Administrative & Client Experience Coordinator will act as a central communication hub between clients, chefs, servers, and operations while ensuring every booking runs smoothly from inquiry to post-event follow-up. Responsibilities - Client Communication & Booking Coordination - Respond to inbound inquiries via email, website forms, phone calls, and social media platforms. - Maintain organized communication threads and ensure all event details are documented accurately. - Assist clients with menu selections, scheduling, pricing inquiries, and event logistics. - Provide “white glove” client support for high-touch or luxury clientele. - Send invoices, contracts, confirmations, and follow-up communications. - Ensure all client information, guest counts, dates, dietary restrictions, and event details remain updated. - Handle reschedules, cancellations, and client concerns professionally. - Administrative Operations - Maintain and organize CRM systems, booking calendars, and event documentation. - Track deposits, invoices, payments, and operational notes. - Coordinate schedules between chefs, servers, assistants, and event staff. - Ensure all operational files, SOPs, and communications are properly documented. - Assist with onboarding contractors, chefs, and support staff. - Monitor and organize multiple communication channels to avoid missing details. - Support inventory tracking, grocery coordination, and operational planning as needed. - Event Coordination Support - Confirm event timelines, arrival schedules, and staffing assignments. - Coordinate logistics for private dinners, cooking classes, catering events, and special experiences. - Ensure chefs and staff receive accurate event briefs before each booking. - Assist with last-minute operational adjustments and troubleshooting. - Help maintain service quality standards and overall guest satisfaction. - Customer Experience & Reputation Management - Maintain a polished, professional, and hospitality-focused communication style. - Help resolve client concerns quickly and professionally. - Support post-event follow-ups and review requests. - Uphold the chef's brand reputation and luxury client experience standards. - Anticipate client needs and proactively provide reassurance and updates throughout the booking process. Qualifications - 2+ years of experience in administrative support, hospitality, client success, operations, event coordination, or executive assistance. - Strong written and verbal English communication skills. - Excellent organizational and multitasking abilities. - High attention to detail and follow-through. - Ability to remain calm and professional under pressure. - Experience handling client-facing communications. - Comfortable using Google Workspace, spreadsheets, calendars, and communication tools. - Ability to work independently and manage priorities effectively. - Strong problem-solving and critical thinking skills. Preferred - Experience in hospitality, catering, luxury services, vacation rentals, or events. - Experience using CRM or booking platforms such as HoneyBook or similar tools. - Social media or customer service experience. - Remote administrative support experience. - Familiarity with the food & beverage or private chef industry. Ideal Candidate Traits - Hospitality-minded and client-focused. - Extremely organized and process-driven. - Strong communicator with a professional and warm personality. - Adaptable and solution-oriented. - Comfortable working in a dynamic startup-style environment. - Able to manage multiple conversations, schedules, and operational moving parts simultaneously. - Understands the importance of maintaining luxury service standards.