Client Relations & Sales Coordinator

Job Title: Client Relations & Sales Coordinator (Events)

Company: Ricky Ricardo Events LLC

Location: Fully on-site – 1509 Rainbow Dr Silver Spring MD 20905

• On-site for the first few months to become confident in the position

Work Status: W2 Full Time Employee

• 3 month introductory period as 1099 Contractor

Pay Structure: Hourly

Days: Monday - Friday

Time: 9:00 AM - 5:00 PM

Starting Pay: $20 per hour

Benefits: Health Plan Options available through Gusto

About Us

Ricky Ricardo Events is a Maryland-based entertainment company specializing in high-energy weddings, bar/bat mitzvahs, corporate events, and private celebrations. Our team provides DJs, MCs, photo booths, lighting, special effects, and interactive event experiences.

We are looking for a Client Relations & Sales Coordinator to manage incoming event inquiries and guide clients through the booking process.

What You’ll Do

Lead Management

• Respond via email to new client inquiries quickly (Mainly through HoneyBook)
• Review all leads and answer questions from inquiries via email, text & phone
• Schedule consultation calls from new inquiries
• Create & Send “Service Packages & Quotes” for each new event inquiry
• Create & Send “Proposals” with the services requested by the clients
• Review the CRM (HoneyBook pipeline) weekly to get each contract signed
• Identify client payments in the business account and mark client invoices as paid
• Schedule meetings between the client and entertainers to confirm event timelines
• Manage each client’s planning information
• Send follow up emails to ensure we have received planning information for each event
• Send post-event emails with items we owe the clients

Sales Support

• Send proposals and contracts through HoneyBook
• Follow up with unbooked leads
• Handle package changes and upsells (photo booth, lighting, extras)
• Update contracts in HoneyBook to add or remove services

Client Experience

• Send Event Planning Forms and reminders to fill out the outstanding items
• Coordinate timeline meetings between the clients and the event entertainers
• Take detailed notes from consultation calls, client meetings, venue meetings
• Update event notes from Client meetings
• Update Client Event Planning Forms from meetings/client updates
• Send final confirmations before events
• Update agreements with newly requested add-on services
• Post-event review requests

Post-Event Communication

• Send thank-you emails
• Request reviews

Main Tools:

• HoneyBook (CRM)
• Google Suit (Gmail, Google Drive, Google Calendar, Google Docs)
• ScribeHow (SOP’s)
• Connecteams (Timeclock, onboarding, course training)

Other Tools:

• Adobe Premiere Pro (Video Editing platform)
• Canva (Creative design platform for client projects)

Qualifications:

• Education / Experience:
• A Bachelor’s degree in Communications, Writing, Public Relations or relevant field
• Equivalent coursework experience in a college/university/certification program.
• Alternative to college degree: At least 1 year of experience in an administrative customer service role that may involve emailing clients, meeting note-taking, responding to leads, or working with client contracts.
• Skills:
• Extremely organized
• High attention to detail
• Precise & detailed note taking skills
• Extremely proficient in written and verbal communication
• Excellent writing skills for emails and internal documentation
• Proficient experience with Google Drive, Google Docs, Google Calendar
• Proficient experience with Apple device
• Bonus Experience:
• Design experience in Canva to design Photo Booth prints, using templates.
• Video Editing experience in Adobe Premiere Pro to edit 8-minute video slideshows for client montage videos.

What Success Looks Like

• Respond to all new inquiries within 1 hour
• Maintain a clean and organized HoneyBook pipeline
• Help increase lead-to-booking conversion rates
• Ensure clients feel supported and excited before their event
• Ability to effectively communicate verbally and in writing

Full List of Duties:

• responding to new inquiries
• scheduling consultations
• sending proposals & contracts
• following up with unbooked leads
• following up on booked clients to upsell other services
• sending planning forms and planning form reminders
• coordinating timeline calls
• (Non-MC Lead Events) Confirming timelines with clients
• (MC Lead Events) Scheduling timeline calls with MC’s to run the meetings
• sending final confirmations
• Mark Payments in HoneyBook & Follow up on late payments
• Sending weekly reports of sales pipeline metrics & performance
• Weekly reviews with Manager
• Send Monthly reports
• Post-event client follow up: Thank-you emails with Google review requests and outstanding items due, such as photography

Pay: $20.00 - $25.00 per hour

Expected hours: 40.0 per week

Education:

• Bachelor's (Preferred)

Work Location: In person

Salary : $20 - $25