The Photogeniks Way

Job Title:

Client Relations Assistant — Photoshoots & Events

Job Summary:

The Client Relations Assistant is responsible for providing outstanding front-end client support for both photo shoot and event clients. This role ensures a smooth and positive experience for clients from their first inquiry through to their booking and preparation for their shoot or event.

The ideal candidate is organized, personable, detail-oriented, and able to handle multiple tasks in a fast-paced creative environment.

Key Responsibilities:

Client Communication & Coordination:

• Respond promptly to new client inquiries via phone, email, website, and social media.

• Schedule consultations, photo shoots, and event bookings.

• Gather and confirm all necessary client details, preferences, and special requests.

• Communicate pricing, packages, and service details clearly to prospective clients.

• Prepare and send proposals, contracts, and invoices.

• Follow up with potential clients to answer questions and secure bookings.

Pre-Shoot/Event Preparation:

• Confirm all bookings and send reminders to clients about upcoming shoots or events.

• Provide clients with preparation guides, wardrobe tips, or event day instructions.

• Coordinate any required pre-event meetings, venue walk-throughs, or planning sessions.

• Ensure all client details are accurately documented and shared with the photography team.

Client Experience:

• Serve as the main point of contact for clients leading up to their session or event.

• Maintain a professional and friendly demeanor to make clients feel welcome and cared for.

• Address and resolve any scheduling conflicts or client concerns proactively.

Administrative Support:

• Maintain accurate client files and booking records in the studio’s management system.

• Track booking pipelines and provide regular status updates to the owner/lead photographer.

• Assist with preparing client materials such as welcome packets or information sheets.

• Support marketing efforts by following up with leads and maintaining client mailing lists.

Qualifications:

• Excellent written and verbal communication skills.

• Strong organizational skills and attention to detail.

• Ability to manage multiple client accounts and meet deadlines.

• Proficiency with email, spreadsheets, and basic office software.

• Friendly, patient, and solution-oriented attitude.

This position focuses solely on the client experience before the photo shoot or event — setting the stage for a smooth and enjoyable experience for both clients and the photography team.