Administrative & Field Operations Coordinator

OverviewSparrow Estate Management is seeking an exceptional administrative and operations professional who is highly organized, tech-savvy, and detail-oriented, with strong hospitality instincts and a natural client-facing presence. This hybrid role combines company-wide administrative and operational support with onsite coordination at our clients’ private residences throughout New York City. You’ll work closely with Sparrow’s management team in Los Angeles and our onsite Property Manager in New York, helping manage client accounts, projects, vendors, documentation, scheduling, and follow-ups across the company. We’re looking for someone who can move seamlessly between administration, operations, hospitality, and client service — equally comfortable organizing information and managing projects from a computer as they are greeting a client, overseeing a vendor, or representing Sparrow inside a private residence. For someone looking to build a career in the growing field of private home management and luxury residential operations, this position offers hands-on exposure to all sides of the business and meaningful opportunity for growth. ResponsibilitiesAdministrative & Operations SupportProvide day-to-day administrative and operational support to Sparrow’s management team and Property Managers.Maintain client files, Home Manuals, vendor information, service records, preventative maintenance schedules, proposals, invoices, and other property documentation.Track projects, service requests, outstanding items, and follow-ups across multiple client accounts.Assist Property Managers with vendor coordination, including obtaining quotes, scheduling services, tracking documentation, and providing onsite support.Assist with expense reporting, new client onboarding, and special projects as needed. Onsite Property SupportMeet and oversee vendors, contractors, deliveries, and service providers at client residences.Communicate approved scopes of work, ensure Sparrow’s property protocols are followed, and escalate unexpected issues or changes before proceeding.Document completed work, recommendations, and follow-up needs, including photos when appropriate.Respect client homes, leave work areas clean, and secure properties properly.Assist with property walkthroughs, deliveries, service appointments, and other onsite needs. Qualifications2+ years of experience in administration, operations, hospitality, property management, project coordination, or a related field preferred.Highly tech-savvy, with proficiency in Google Workspace and experience with project management platforms such as Monday.com, Notion, Asana, Trello, or similar.Exceptional organizational skills, attention to detail, and ability to manage multiple priorities.Strong communication skills and a polished, professional, client-facing presence.Proactive, resourceful, and able to work independently with a strong sense of accountability and follow-through.High level of discretion and respect for client privacy.Experience in luxury hospitality, private service, or another high-touch service environment is a plus. Schedule & CompensationSchedule: Approximately 12–20 hours per week. Administrative hours are flexible and can be scheduled based on the individual’s availability. Daytime availability is required for onsite client visits, vendor appointments, deliveries, and other property needs as scheduled. Location: New York City, with regular local travel to client residences. Compensation: $30–$35/hour, commensurate with experience.Expected hours: 15.0 – 20.0 per weekWork Location: In person and remote