About the role

Key Responsibilities

1. Lead Management & Client Communication

Manage incoming leads from WhatsApp, Instagram, website, calls and referrals.
Understand client requirements, budgets, shoot dates and deliverables.
Prepare and share proposals and quotations based on approved pricing.
Follow up regularly with prospective clients to convert enquiries into bookings.
Coordinate client meetings and maintain professional communication.

2. Shoot Planning & Production Coordination

Plan and coordinate wedding, product, event and commercial shoots.
Prepare shoot schedules, timelines, checklists and production briefs.
Coordinate with photographers, videographers, assistants, editors and other crew members.
Arrange props, studios, equipment, freelancers, locations and other shoot requirements.
Ensure all arrangements are confirmed before the shoot.

3. External Team & Vendor Management

Identify and coordinate freelance photographers, videographers, editors and production partners.
Manage outsourced projects and track vendor commitments.
Negotiate vendor rates within approved budgets.
Maintain a reliable vendor and freelancer database.

4. Project Tracking & Delivery

Manage project timelines from booking through shoot execution, editing and final delivery.
Follow up with internal and external teams on pending tasks.
Coordinate client feedback and revisions.
Ensure deliverables are completed within committed timelines.
Escalate potential delays or quality concerns promptly.

5. Payment & Operational Coordination

Follow up on booking advances and outstanding client payments.
Track project expenses and vendor payments.
Maintain records of leads, quotations, confirmed bookings and project status.
Prepare weekly reports covering enquiries, conversions, ongoing shoots and pending deliveries.

Key Performance Indicators

KPI

Target

Lead response

Within 30 minutes during working hours

Lead tracking

100% enquiries recorded

Lead follow-up

At least 95% within agreed timelines

Shoot readiness

100% pre-shoot checklists completed

Project delivery

At least 95% on-time delivery

Client satisfaction

Minimum 4.5/5 average feedback

Operational reporting

Weekly status report

Requirements

Candidate Requirements

1–2 years of experience in a photography studio, production house, event company, wedding planning business or creative agency.
Strong English and Hindi communication skills.
Excellent coordination, planning and follow-up abilities.
Comfortable communicating with clients and external vendors.
Good knowledge of Excel, Google Sheets, Google Drive and WhatsApp Business.
Basic understanding of photography and video production workflows is an advantage.
Ability to manage multiple assignments and last-minute changes.
Willingness to coordinate weekend or on-location shoots when required, with working arrangements communicated in advance.