Administration & Client Concierge Coordinator

About JLX Entertainment
JLX Entertainment is a premium events entertainment company delivering DJ, MC, and live music experiences for weddings, corporate functions, and private events across Melbourne and beyond. We're a fast-moving, high-volume operation with a strong brand, a growing roster of talent, and a client experience standard we take seriously. This role sits at the centre of that experience.
Role Overview
The Administration & Client Concierge Coordinator is the operational backbone of JLX Entertainment's client and talent experience. You are the first and most consistent touchpoint for booked clients — the “online concierge” who ensures every client feels supported, informed, and organised from booking through to event delivery.
You will manage all front-end client correspondence, keep 100+ active clients moving smoothly through their event pipeline, coordinate talent paperwork and scheduling, and own the administrative systems that keep the business running. Your job is to handle the details so the Director and sales team can focus on high-value conversations and event delivery.
This is not a sales or lead qualification role — leads are qualified by our sales team. Your role begins once a client is booked in, and your job is to make everything after that point seamless.
Key Responsibilities
Client Correspondence & Concierge Support
• Act as the primary point of contact for all booked client enquiries via email
• Answer client questions regarding service hours, inclusions, and booking details
• Filter and manage inbound correspondence so that only decision-required matters reach the Director or sales team
• Uphold the principle that no decisions are made over email — schedule clients into calls with the appropriate tea ---------- mber when decisions or detailed discussions are needed
• Ensure every client interaction reflects JLX's premium brand standard
Pipeline & Client Management
• Manage 50–100 new leads per month entering the system, ensuring each is placed and progressed correctly
• Maintain accurate pipeline stages for 100+ active clients based on where they sit relative to their event date
• Monitor client touchpoints and proactively manage follow-ups, ensuring no client falls through the cracks despite irregular contact rhythms
• Prepare client details and context ahead of scheduled calls so the team walks in fully informed
Talent Administration
• Prepare and send all talent paperwork (booking confirmations, agreements, event details)
• Set up and manage calendar invites for talent across all booked events
• Ensure talent have complete, accurate, and timely information for every engagement
Calendar & Scheduling
• Manage the Director's calendar, including client calls, talent bookings, and internal commitments
• Schedule client calls with the sales team and Director as required
• Coordinate scheduling across multiple events and stakeholders without conflicts
Database & Systems Administration
• Maintain accurate records across Google Sheets (including the DJ database), Google Drive, and Google Calendar
• Keep event folders, client information, and booking data organised and up to date
• Execute recurring administrative processes and identify opportunities to streamline them
Skills & Experience Required
• 2+ years' experience in an administration, coordination, executive assistant, or client service role
• Exceptional written communication — professional, warm, and clear email correspondence is the core of this role
• Strong proficiency with Google Workspace (Sheets, Drive, Calendar, Gmail)
• Proven ability to manage high volumes of concurrent clients, tasks, or bookings without dropping details
• Excellent organisational skills and a systems-oriented mindset
• Comfortable working autonomously and taking full ownership of administrative outcomes
• Sound judgement on what to handle independently versus what to escalate
Nice to Have
• Experience in events, entertainment, hospitality, or weddings
• Familiarity with CRM platforms (e.g. GoHighLevel or similar)
• Experience supporting a founder or small business owner directly
• Understanding of client lifecycle or pipeline management
What Success Looks Like
• Clients consistently feel looked after — questions answered promptly, details always correct
• The Director's inbox and calendar run themselves; only genuine decisions reach his desk
• Every client is in the right pipeline stage at the right time, with zero clients slipping through the cracks
• Talent paperwork and calendars are always accurate, complete, and sent on time
• The sales team and Director walk into every call fully briefed
Why Join JLX
You'll be joining a growing entertainment brand with a clear vision, working directly with the founder in a role with real ownership and impact. This is a position for someone who takes pride in being the person who keeps everything running — the one everyone relies on.

To apply, please share a link to your resume and a short cover note outlining your relevant experience.

Email subject: Administration & Client Concierge Coordinator | [Name] (Manago)