Inside Out Hiring

** IMPORTANT ** WATCH THIS QUICK LOOM VIDEO ON HOW TO GET HIRED:

https://www.loom.com/share/345f776084e642ba99c24aabe40a67a0

C1 ENGLISH LEVEL IS REQUIRED, THE SELECTED CANDIDATE WILL BE SPEAKING STRICTLY IN ENGLISH DURING THEIR WHOLE SHIFT.

" PLEASE SUBMIT YOUR RESUME AND AUDIO RECORDING IN ENGLISH"

 

About the Client:

The client runs a community-centered event and service-based business that includes space rentals, workshops, and therapeutic offerings. The work involves high-touch client communication, brand-aligned responsiveness, and maintaining a professional yet warm experience from first inquiry through confirmed bookings. The ideal candidate understands both structure and relationship, someone who values clear systems while supporting a conscious, community-oriented environment.

About the Role:

This is a part time operations support role focused on managing inbound communication, guiding clients through a structured booking process, coordinating logistics with internal collaborators, and maintaining organized workflows across multiple platforms. The role requires strong responsiveness, attention to detail, and the ability to track multiple conversations at once while ensuring deadlines, follow ups, and operational tasks move forward consistently. The schedule is flexible with daily check ins, with light weekend availability to monitor communications and assist with rare urgent situations when needed.

This is approximately 15 to 20 hours per week. The role requires availability between 8am and 7pm PST, with a preference for morning to early afternoon PST coverage. The ideal candidate checks in consistently throughout the day to maintain booking momentum and communication flow.  This is a high trust role with significant visibility into the business. The right candidate will value ownership, discretion, and long term stability.

Key Responsibilities

Inquiry response and booking momentum

• Respond to inbound inquiries via email and Google Voice
• Reply quickly and professionally with a strong sense of urgency
• Answer basic questions and guide guests to the next step
• Follow up with guests who have not completed required steps after booking
• Keep conversations moving so the guest experience feels smooth

Booking process support using Perfect Venue

• Send booking links through Perfect Venue
• Ensure guests receive the correct paperwork, guide, and automated communications
• Track where each guest is in the process and close open loops
• Escalate issues to the owner when needed, with clear context and suggested next steps

Internal coordination and vendor communication

• Coordinate with the events manager and other staff as needed
• Coordinate logistics with cleaners and other vendors when required
• Support weekend event coverage with light on call availability for rare issues
• Help resolve small issues with calm communication and emotional intelligence

Light marketing support

• Post event information to Instagram, Facebook, and the website using materials provided by the owner
• This is posting support, not a social media strategist role
• Use Buffer to schedule posts based on an existing schedule

Newsletter assembly

• Build the monthly newsletter in Brevo using the write up, images, and event details provided by the owner
• Maintain the event list as items are confirmed, so the newsletter is built gradually throughout the month
• Responsible for ensuring the newsletter is sent on schedule each month and confirming all event details are current and accurate prior to send.

Task tracking and organization

• Use Notion to manage tasks, checklists, and follow ups
• Maintain a clear system so no inquiry, booking, or follow up is missed
• Keep the owner informed if workload spikes or something cannot be completed on time

Financial coordination and bookkeeping support 

• Support expense tracking readiness for tax time
• Work inside QuickBooks Online to keep items organized, if trained and comfortable
• Managing P&L reports monthly
• Coordinating with CPA at tax time

Qualifications & Skills

Must Have

• Strong written and verbal English communication with confidence handling phone and written conversations
• High level organization and ability to manage multiple threads of communication simultaneously
• Fast response time mindset with a strong sense of urgency
• Comfort learning and working within structured systems and digital tools
• Ability to maintain professionalism while handling inquiries and logistical questions
• Ability to uphold business policies and pricing structure without over accommodating, discounting, or making financial exceptions without explicit approval
• Strong judgment in knowing when to escalate versus when to resolve independently

Preferred Qualifications

• Experience supporting bookings, scheduling, event coordination, or operations workflows
• Experience posting content across social platforms using provided materials
• Experience building newsletters or working inside email marketing platforms
• Familiarity with task management tools or organizational systems
• Basic bookkeeping or expense tracking exposure is a plus
• Comfort suggesting small process improvements when appropriate

Personality Traits

• Proactive communicator who follows through without needing constant reminders
• Detail oriented and highly organized
• Calm under pressure and solution oriented
• Friendly, professional, and service minded
• Reliable and trustworthy with strong ownership over responsibilities
• Respects boundaries and maintains clarity between support and decision authority