Client Relationship Executive

Job Title: Founder’s Personal Business & Client Coordination ExecutiveCompany: Gajare Photography

Department: Client Coordination & Business Operations

Location: Mumbai

Reporting To: Founder / CEO

Job SummaryGajare Photography is a Mumbai-based professional photography and videography business covering weddings, events, and client shoots. We are looking for a responsible, confident, and well-organised candidate to work directly with the Founder and manage client enquiries, communication, quotations, follow-ups, bookings, payments, shoot coordination, and team scheduling. The ideal candidate should be fluent in English, Hindi, and Marathi and comfortable managing customers and internal teams.

• Roles & Responsibilities1. Customer Enquiry HandlingHandle customer enquiries through WhatsApp, phone calls, email, and other channels.
• Understand customer requirements, event details, services required, and special requests.
• Collect and maintain accurate client information.
• Communicate professionally with customers throughout the enquiry process.
• 2. Quotation & Proposal ManagementPrepare and send quotations based on customer requirements.
• Explain packages, services, inclusions, and terms clearly.
• Maintain an accurate record of quotations sent.
• Coordinate with the Founder for customised packages or special pricing.
• 3. Follow-Up & Booking ConversionFollow up with customers after quotations are shared.
• Maintain proper follow-up records.
• Understand customer questions or objections and escalate them to the Founder where required.
• Track enquiries until they are confirmed, postponed, or closed.
• 4. Booking & Payment CoordinationConfirm the final package and quotation after customer approval.
• Share advance/payment details with customers.
• Follow up for advance payments and verify payment receipt.
• Update booking and payment status in Excel/Google Sheets.
• Move confirmed bookings to team allocation as per the company process.
• 5. Shoot Assignment & Team CoordinationCheck photographer/videographer availability before assigning shoots.
• Coordinate and assign confirmed shoots to the appropriate team members.
• Update shoot details in Google Calendar, Excel/Google Sheets, and the WhatsApp team group.
• Ensure the assigned team receives complete and accurate shoot information.

Team communication should include:

• Client Name
• Event Type
• Date & Time
• Location
• Contact Person & Number
• Assigned Photographer
• Assigned Videographer
• Required Equipment
• Package / Services
• Special Instructions
• 6. Pre-Shoot CoordinationReconfirm event date, time, location, and requirements before the shoot.
• Confirm assigned photographers and videographers.
• Ensure all client requirements are communicated to the team.
• Follow up with clients wherever required.
• Escalate important, high-value, or special bookings to the Founder.
• 7. Calendar & Record ManagementMaintain accurate Google Calendar entries.
• Maintain enquiry, quotation, follow-up, booking, payment, assignment, and shoot records.
• Keep Excel/Google Sheets updated regularly.
• Ensure there are no missed enquiries, incorrect records, or double bookings.
• Required SkillsMust HaveExcellent communication in English, Hindi, and Marathi
• Strong WhatsApp communication and professional writing skills
• Customer handling and follow-up skills
• Good organisational and coordination skills
• Microsoft Excel / Google Sheets
• Google Calendar
• WhatsApp / WhatsApp Business
• Google Drive
• Email communication
• Basic document preparation
• Ability to multitask and manage multiple bookings
• Personal QualitiesResponsible and well organised
• Confident and professional
• Polite and customer-friendly
• Punctual and reliable
• Strong follow-up skills
• Detail-oriented
• Quick learner
• Able to work independently
• Comfortable coordinating with photographers and videographers
• Trustworthy and professional
• Able to escalate important issues promptly to the Founder

Preferred ExperienceCandidates with experience in any of the following will be an advantage:

• Customer Service
• Sales Coordination
• Event Management
• Photography / Videography Industry
• Wedding Industry
• Business Administration
• Client Coordination
• Scheduling / Operations

Freshers with excellent communication and organisational skills may also be considered.

Working Days & Weekly OffMandatory Working DaysFriday, Saturday & Sunday

These are mandatory working days due to photography and event bookings.

Weekly OffMonday / Tuesday / Wednesday / Thursday

UNDERSTAND REQUIREMENT

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SEND QUOTATION

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FOLLOW-UP

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CUSTOMER CONFIRMATION

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ADVANCE PAYMENT

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UPDATE RECORD

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CHECK TEAM AVAILABILITY

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ASSIGN TEAM

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GOOGLE CALENDAR UPDATE

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EXCEL / GOOGLE SHEET UPDATE

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WHATSAPP TEAM UPDATE

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PRE-SHOOT FOLLOW-UP

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SHOOT COORDINATION

• Performance ExpectationsZero missed enquiries
• Timely quotation responses
• Proper follow-up records
• Accurate booking and payment records
• Zero double-booking of team members
• Accurate Google Calendar updates
• Accurate Excel/Google Sheet updates
• Clear and timely WhatsApp communication
• Timely escalation of important issues to the Founder
• Complete and accurate communication of shoot requirements to the photography team

Candidate ProfilePreferred: Female candidate

Languages: English + Hindi + Marathi

Experience: Freshers may be considered if they demonstrate excellent communication and organisational skills.

Preferred Background: Customer service, sales coordination, event management, photography/wedding industry, administration, or business operations.

Position ObjectiveThe objective of this role is to enable the Founder to focus on business growth, marketing, networking, and photography operations, while the candidate takes ownership of customer communication, enquiries, quotations, follow-ups, booking coordination, payment follow-ups, shoot scheduling, and team coordination.