The Role

Who We are

Coalesce is an Irish creative collaborative group of photographers and videographers who work together on tenders or projects, while also giving them the freedom to work on developing their own businesses. We all work remotely so our entire system allows everyone in the group to communicate in live time and access documents remotely as needed. We have two client bases; our clients who book photography and video shoots with us and our business partners who cover these events.

How we do it

To keep the group cohesive we operate under an ISO9001:2015 system. This quality management system defines how we co-ordinate our teams and
also maintain clear lines of communication with our clients. Using this system we organise booking and project management, costing, communications, supply of imagery and ensure the quality of the service the client receives is of a consistently high standard.

What We Need

Coalesce needs a strong leader to look after our booking management operations and to liaise with clients before and after events. We want to ensure the client receives the best possible service throughout the entire process from booking and pre-production through to invoicing. The Coalesce Operations Support Executive will work with the Coalesce team in the smooth running and operation of the company booking management system while maintaining engaging and positive communications with clients.

Working from home, they are a key support to the Managing Director in helping to create a productive and effective collaboration with the broader team and to ensure clients are given the highest standards of service.

The Operations Support Executive is responsible for ensuring all client and contractor information is processed, bookings are made and notified in accordance to the established procedures and client requests are fulfilled.

The following key attributes should be demonstrated
  •  Excellent IT skills.
  • Conscientiousness.
  • Professionalism.
  • Strong Business acumen
  • Strong Social Skills.
  • Problem solver.
  • Team player.
  • Ability to communicate complex ideas effectively.
  • Diary Management.
  • Flexibility in a busy work environment.
  • Ability to work effectively in a fast-paced environment.
  • Able to build and maintain a close relationship with key internal and external stakeholders.
  • Management of customer feedback.
  • Ability to prioritise, manage time and work to deadlines.

Education / Professional Experience

Academic / Professional Qualifications

Operations Management

Booking Management

Computer or IT

or related qualification

Relevant Experience

  • A proven record of relevant experience (min 2 years’ experience in a similar role).
  • Excellent administration and organisational skills.
  • Apple Mac User/PC User.
  • Familiar with the following programs:
  • Proficient in Microsoft Office Applications
  • Mail - (Thunderbird/i-mail/outlook etc).
  • Knowledge of Adobe Photoshop, Bridge and InDesign would be an advantage.
  • Familiar in the use of online project management tools would also be an advantage.
  • Language

    Fluency in English language – Advanced level – written and verbal.

    Key tasks

    • Effective management of all company and client data.
    • Organise and schedule multiple diaries.
    • Liaise with business partners and clients in a confidential and professional manner.
    • Look after client queries in relation to job bookings and ensure changes are communicated effectively to business partners and work colleagues.
    • Complete job quotations and support the tendering process.
    • Ensure creative partners are liaising with clients effectively in pre-production to maximise creative output.
    • Manage company emails and follow company telephone procedure.
    • Complete client follow up and feedback after bookings.
    • Collaborate with Finance and prepare all job bookings for invoicing.
    • Keep track of the KPI’s relevant to your department.
    • Supporting internal audit process.
    • Assist with the development of office procedures under the ISO quality management system.
    • Attend and take minutes of meetings as required.
    • Management of new clients and their introduction to the company

    Core Behaviours

    • Acts with honesty and integrity at all times.
    • Works co-operatively and effectively with colleagues.
    • Open to new ideas with an ability to follow and implement protocols and procedures.
    • Carefully reviews and checks the accuracy of information provided by others.
    • Supports and implements organisational change

    Working Hours

    • Full time remote working
    • 37.5 hrs per week - between the core hours of 9am and 6pm, Mon - Fri.
    • Additional hours by agreement

    Equipment

    • IT equipment will be supplied.
    • The applicant must have a broadband connection in their home.

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