Pink Sparrow is a forward-thinking design and fabrication shop specializing in experiential environments. Partnering with top-tier agencies and brands, we create the best platform for your message by producing high-quality, impactful environments for marketing events, pop-ups, mobile tours, retail, trade shows, and much more.

With over 40,000 sq ft of fabrication space across Brooklyn and Los Angeles, our multidisciplinary team of industry experts is equipped to make any sized vision a reality.

Essential Responsibilities:
Client & Team Support

• Support day-to-day client communications, ensuring timely, accurate, and organized follow-up
• Prepare meeting agendas, capture detailed notes, and track all action items through completion
• Maintain clear visibility of all client requests, ensuring nothing is missed or delayed
• Assist in the preparation of client facing materials including presentations, status updates, and recaps

Project Coordination

• Track and manage project timelines, deliverables, and key milestones across multiple active projects simultaneously
• Coordinate closely with Design, Project Management, and Fabrication teams to ensure alignment from concept through production and install
• Maintain and update project trackers, schedules, and status documents to ensure full visibility across teams
• Support the development and distribution of briefs and project updates
• Proactively identify risks, delays, or gaps in information and escalate as needed

Administrative & Operational Support

• Own the organization and accuracy of project files, trackers, and internal systems
• Set up and maintain projects within internal tools (e.g., ClickUp), ensuring data integrity across all phases
• Support cross-functional communication by ensuring teams have the latest information, assets, and updates
• Help standardize templates, trackers, and workflows to improve team efficiency

Financial & Scope Support

• Assist in tracking budgets, estimates, and expenses across projects
• Support invoice preparation and change order documentation
• Maintain accurate records of scope changes and ensure proper documentation is in place
• Partner with Account Managers to ensure financial information is up to date and aligned with project progress

Process & Continuous Improvement

• Actively identify opportunities to improve workflows, communication, and organizational systems
• Contribute to the development of templates, tools, and best practices for the Client Services team
• Participate in project wrap-ups and help document key learnings to inform future work.

Growth Opportunities:

• Exposure to high profile experiential projects
• Hands on experience across design, production, and fabrication
• Clear growth path into Account Management

Qualifications:

Required:

• 1–3 years of experience in a coordination, administrative, or client services role, ideally within an experiential, creative, or production environment
• Highly organized with strong attention to detail and follow-through
• Comfortable managing multiple projects in a fast-paced, deadline-driven environment
• Excellent written and verbal communication skills.
• Can do attitude with a natural ability to problem solve.
• Interest in experiential marketing, design, and/or fabrication processes
• Proficiency with project management tools (e.g., ClickUp) is a plus
• Bachelor’s degree in Business, Marketing, Communications, or related field preferred.

Pay: $65,000.00 - $75,000.00 per year

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Flexible spending account
• Health insurance
• Paid time off
• Parental leave
• Vision insurance

Work Location: In person