Booking, Events & Customer Service Coordinator

Description:

We're on the lookout for an experienced, motivated and highly organised freelance Bookings, Operations & Customer Service Co-ordinator to join our team and play a vital role in our company’s success.

Combining your passion for events with strong supervisory and organisational skills, you’ll oversee the day-to-day running of the business — managing bookings, artist communication, scheduling, customer service and general problem-solving to keep our events running smoothly. You’ll work closely with the Co-Founders and our wider freelance team, and you’ll be the first to spot issues, fix problems and keep everything moving efficiently.

Much of the role centres around excellent communication, confident decision-making, and the ability to take ownership. This role is ideal for someone who enjoys autonomy, variety, and being the operational heartbeat of a small business.

Please note this role is based online with approx 4-5 hours of desk time per day.

We are a small, friendly, family-run business with a fully remote team across the UK. While the role is freelance and largely home-based, we are looking for someone Sussex/Kent/Surrey based who can meet in person once a week or a couple of times a month for team connection and planning.

What Your Days Look Like

Our team works remotely across the UK, and the rhythm of the job involves intentional check-ins rather than continuous hours.

Typical daily flow:

• Morning check-in (9–12): inbox, bookings, customer queries, artist updates
• Afternoon check-in (2–3pm): event replies, diary updates, confirmations
• Early evening check-in (around 5pm): ensure artists are fully prepped for the evening’s events
• One on-call evening per week (quiet and rarely anything urgent)
• Occasional Saturday check-ins for our private events.

Total weekly hours: 16–22, depending on the season.

Key Responsibilities

Daily Operations & Coordination

• Manage the main inbox, respond to customer enquiries, take bookings, support our team with customer service and venue enquiries, and keep communication warm and efficient.
• Coordinate all private event bookings, ensuring customers, artists, and venues have the right information.
• Maintain an accurate, well-organised event diary.
• Complete daily operational check-ins to keep everything running smoothly.
• Liaise with artists about upcoming events, materials, briefs, and availability.
• Ensure customers are responded to in a timely manner and supported as necessary.
• Ensure venues are prepared and informed in advance.
• Be aware of what is happening across the business, keeping a close eye on the day to day public events as well as private events.
• Assist with stock and materials management when necessary

Problem-Solving & Using Initiative

You’ll often be the first to notice something needs attention — and the first to act.

Examples:

• Artist sickness or emergency:
• Check availability
• Contact potential replacements
• Confirm cover or, if not possible, implement our cancellation policy
• Communicate with customers and venues professionally
• Update the Co-Founders throughout
• Spot errors or missing details before they cause issues.
• Make sensible decisions based on your training and judgement.

Customer & Artist Support

• Provide friendly, efficient communication to customers throughout the booking process.
• Support artists (if needed) during your on-call evening.
• Build strong relationships with artists, customers, and venues.

Admin & Business Support

• Manage invoicing — raising, tracking and chasing when needed.
• Manage and keep on top of email filing, spreadsheet management and general file management using Google Workspace.
• Update event listings and provide occasional social media assistance.