Job Description

ABOUT THE ASSISTANT PROJECT COORDINATOR POSITION

Rare Bird Beauties is looking to add an Assistant Project Coordinator to our team who will assist our Sales Project Manager in handling client communication, organization, and numerous tasks to make the client experience an enjoyable one.

The best way to grasp this role is to look at how a client works with us from the moment they inquire to the days after their wedding or event. The Assistant Project Coordinator will:

• Respond to all clients who have inquired via our website
• Create a proposal based on the information in their inquiry using the software Honeybook
• Collect payments from clients who have decided to book with us
• Manage all communication via email and/or phone calls with clients throughout their time with Rare Bird Beauties
• Match clients with hair and makeup artists based on a clients desired look on the day of their event
• Coordinate schedules of our 50 hair and makeup contractors to book them on events
• Coordinate the booking of hair and makeup previews between clients and hair and makeup artists
• Create day-of-timelines for hair and makeup schedules for clients
• On busy weddings days, be able to field any issues or complications that arise ensuring a smooth and stress free event day for our clients
• After a clients event, follow up with clients to help grow our reviews on third party websites

OUR IDEAL CANDIDATE WILL HAVE THE FOLLOWING:

• 1-3 years of experience in the beauty industry, sales, or event planning, OR equivalent experience gained through education in a related field of study.
• Strong organizational skills including calendar management, invoicing and creating/overseeing timelines
• Strong client communication skills via email, phone calls, and in-person meetings
• Ability to manage team goals, project schedules and new information
• Ability to supervise current bridal and client bookings and coordinate all team members to keep workflow on track
• Strong ability to manage project-related paperwork by ensuring all necessary materials are current, properly filed and stored
• Ability to manage communication and scheduling for our team of 50 contracted artists
• A friendly, outgoing personality and ability to communicate with clients to identify and define project requirements, scope and objectives
• A background in utilizing a variety of computer applications including, but not limited to email, Microsoft Office Suite, Honeybook, Google Calendar, Google Docs and vendor sites

JOB SCHEDULE

• We guarantee 30 hours a week, but most weeks will be 40 hours
• Hybrid office / work from home schedule
• Must be available for Weekend Hours
• Must have availability for schedule to change on a weekly basis. Weekly scheduling hours are determined based on client needs.
• Position requires flexibility of work hours pending on the number of weekly client bookings
• Requires On Call days - when you are on call, you will need to be available to answer calls/texts from hair and makeup contractors during their weddings on certain Fridays, Saturdays, and Sundays
• On certain Sundays (on sometimes other days of the week), we will have numerous brides coming to our studio for their hair and makeup previews. When we have a busy "preview day" like this, you will be required to be on-site to help coordinate with our clients and our hair/makeup artists

WAGES

• This position is hourly
• We guarantee 30 hours a week, but many weeks will be 40 hours
• $22 per hour

ABOUT RARE BIRD BEAUTIES

Rare Bird Beauties was founded in 2015 and has grown into one of Chicago’s top luxury wedding and special event hair and makeup companies. With hundreds of wedding clients each year, our company is represented by over 50 of Chicago’s most talented hair and makeup artists.

We believe that styling hair and makeup is a true art form. We dedicate ourselves to the detailed work of bringing out the natural beauty of each of our clients. We take a unique consultation approach with our clients to match our brides to each stylist on our team. When all of this comes together and the bride looks in the mirror for the first time on her wedding day, we are reminded why it’s hard to miss a rare bird beauty.

In 2023, Rare Bird Beauties began expanding their brand beyond services by developing Rare Bird Beauties Custom Matched Extensions. The new line of hair extensions became so popular with bridal clients that the decision was made to expand the RBB hair and makeup studio to include a retail space and bring Custom Matched Extensions to everyone. In addition to the extension line, our store features one-of-a-kind handmade jewelry along with hair and makeup products. The RBB studio and retail space also feature an in-house esthetician, helping to make it a comprehensive beauty destination.

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