3D Tour & Matterport Administrator

About HeadBox
HeadBox is a leading SaaS platform for the hospitality and events industry, helping
venues and hotels enhance enquiry conversion and drive revenue through cutting-edge
digital tools. We specialise in 3D virtual tours, delivering immersive and interactive
experiences that connect customers to venues like never before.

Role Overview
We are seeking a highly organised and detail-oriented 3D Tour Administrator to manage
the end-to-end administrative process for our 3D tour projects. This role is pivotal in
ensuring a smooth customer experience, from scheduling shoots to delivering finalised
tours, while maintaining accurate records and supporting operational excellence.

Key Responsibilities
Shoot Coordination & Scheduling:
? Book shoot dates with venues and designated photographers.
? Ensure travel and accommodation are arranged for photographers as required.
? Reach out to all new deals via email (and phone call if no reply) to arrange shoots.
? Chase deals marked as “on hold” to progress them through to scheduling.

Onboarding & Client Communication:
? Distribute pre-recorded onboarding videos for basic venue 3D setups, reducing the need for live onboarding meetings.
? Send Pre-Shoot Forms to clients and verify all information is completed accurately before shooting.
? Act as a key liaison between venue, photographer, and HeadBox team.

Post-Shoot Administration:
? Complete basic Matterport 3D tour edits (e.g., adding Mattertags, updating room names, applying blurs).
? Make Captur3D edits when included in client contracts (e.g., adding logos, side menus).
? Review completed tours for quality assurance to ensure HeadBox standards are met.

Data & System Management:
? Maintain the Matterport account, ensuring models are up-to-date and archiving outdated or duplicate models.
? Update the 3D Master Google Sheet with tour links, embed codes, photographer details, shoot dates, and other required information.
? Generate and distribute embed codes using internal tools, ensuring all relevant client and internal teams receive finalised tour information.
? Ensure all pipeline stages in HubSpot are up-to-date, including uploading original contracts, invoices, and relevant contract clauses for renewals.
? Tag recognised revenue accurately within HubSpot based on contract specifics and product breakdowns.

Client Delivery & Follow-Up:
? Send completed tour links and embed codes to venues with templated
communication.
? Manage overdue payment communications, sending final notices via

email and following up with phone calls as required.

Special Client Projects (e.g., Radisson):
? Maintain accurate data in the Radisson Tracker Google Sheet, including budget splits, shoot details, direct hotel contacts, model links, embed codes, and performance stats pages.

Skills & Attributes Required
? Excellent organisational and time-management skills, with strong
attention to detail.
? Ability to manage multiple projects simultaneously with tight deadlines.
? Confident communicator across email, phone, and video platforms.
? Comfortable using SaaS platforms, CRM systems (HubSpot preferred), and Google Workspace tools.
? Basic understanding of 3D editing platforms (Matterport, Captur3D) – training will be provided.
? Proactive and solution-oriented approach to administrative challenges.

What We Offer
? Opportunity to join a fast-growing SaaS business at the forefront of hospitality technology.
? Training and support to develop expertise in 3D tour management and editing.
? A collaborative and innovative work environment.
? Competitive salary and benefits package.
Full Time Role Monday to Friday 40 hours per week 12:00 - 20:00 PHST (including daily paid 1 hour break)

HeadBox is 100% committed to building a diverse and representative team. Whatever
your race, religion, colour, national origin, gender, sexual orientation, age, marital status,
or disability - we would love to hear from you.