Operations Coordinator

Role Summary

This is a remote position.

We are seeking a Studio Coordinator to support a growing Melbourne-based real estate photography studio. This role serves as the operational hub between clients (real estate agents), on-site photographers, and offshore editing teams, ensuring seamless coordination across all stages of the workflow.

This position was previously managed in-house and is now transitioning to a remote setup. The ideal candidate is highly organized, detail-oriented, and proactive, with the ability to manage scheduling, client communication, and post-production coordination in a fast-paced environment.

The role requires full-time availability during AEST business hours (9:30am – 5:30pm Melbourne time) and strong communication skills to manage client-facing interactions effectively.

Responsibilities

• Booking & Scheduling Management
• Receive and manage booking requests via email, phone, text, and online forms
• Schedule jobs based on photographer availability and location efficiency
• Enter bookings into internal systems and coordinate calendar events for photographers
• Handle reschedules, cancellations, and last-minute changes efficiently
• Client Communication
• Act as the first point of contact for client (agent) enquiries and job updates
• Send booking confirmations and delivery emails with asset links
• Follow up on property access details and special instructions prior to shoot day
• Draft property descriptions and copywriting (approximately 1–2 per day)
• Post-Production Coordination
• Monitor job progress through the editing pipeline
• Ensure delivery of final assets within agreed turnaround SLAs
• Coordinate with offshore editing teams to manage priorities and urgent requests
• Support administrative tasks such as digitizing drone imagery (training provided)

Requirements

• Previous experience in a Virtual Assistant, Operations Coordinator, or Administrative role is preferred
• Excellent written English communication skills, particularly for client-facing emails and copywriting
• Highly organized with strong attention to detail and ability to manage multiple tasks simultaneously
• Strong problem-solving skills and ability to adapt in a fast-paced environment
• Proficiency in Google Workspace (Calendar, Drive, Gmail)
• Tech-savvy with the ability to learn new tools quickly and systems
• Proactive, responsive, and able to work independently in a remote environment
• Availability to work full-time during AEST business hours (9:30am – 5:30pm Melbourne time) is mandatory

Experience in real estate, photography, or creative/operations coordination is a strong advantage but not essential.

Benefits

• Opportunity for 100% remote work.
• Competitive compensation package.
• Access to tools and systems to support efficient workflow management.
• Training provided for all business-specific processes, tools, and standards.
• Note: Only shortlisted candidates will be contacted for further discussions.
• Teams Squared is an equal opportunity employer, valuing diversity and inclusivity.

About the Company

About Teams Squared

We are a team augmentation company dedicated to connecting exceptional remote talent with global organizations.