Shadowbox Studios

Role Summary:

The Sales & Operations Coordinator supports the Sales and Operations team by coordinating client communications, maintaining service and sales pipeline data and ensuring a seamless, white-glove experience for our production clients. This role plays a key part in supporting contract processing and organizing the information leadership needs to strengthen client relationships. The coordinator works closely with sales and operations leadership to support day-to-day operations and excellent client experience.

This is a full time, in-person, and salaried position. The annual salary range for this position is $70,000 - $80,000 depending on experience. Shadowbox Studios offers medical, dental, and vision coverage and 401k match.

Key Responsibility Areas:

Sales

• Track and maintain sales pipeline and dashboard data, ensuring accuracy in CRM and reporting tools
• Coordinate with Global Sales Team and Finance on dashboard upkeep, management and reporting
• Assist in contract preparation, processing and tracking to support deal closure
• Coordinate sales presentations, proposals and marketing materials for client engagements
• Support pricing and proposal preparation for prospective clients
• Assist sales leadership with pipeline forecasting and funnel-stage reporting

Client Experience

• Coordinate Client requests and ensuring timely, professional responses
• Own tour logistics and prep (facility maps, stage plans, refreshments, materials) to ensure a consistent client experience.
• Support onboarding of new clients, helping ensure a smooth transition into service
• Collect and organize client feedback, helping surface trends and improvement opportunities to leadership
• Coordinate with operations to help resolve client issues quickly and effectively
• Help maintain strong, professional relationships with clients throughout the engagement
• Own client move-in logistics and prep (quality check on all leased spaces ensuring functionality and cleanliness)
• Support client hospitality experiences such as food/coffee truck sourcing and scheduling.

Operations & Administration

• Provide administrative support to the sales and operations team, including scheduling meetings, preparing reports and managing client communication
• Maintain customer records and documentation in compliance with company policies and data privacy regulations
• Serve as a point of contact between sales, marketing and operations to ensure smooth coordination
• Identify process improvements to streamline client service operations and enhance team productivity
• Coordinate day-to-day studio operations, ensuring smooth workflows and timely execution of tasks
• Assist with scheduling and resource allocation for productions, events, and facility usage
• Support logistics planning, including deliveries, set construction, and facility maintenance scheduling
• Troubleshoot operational challenges and collaborate with leadership to implement process improvements
• Track, maintain and order administrative supplies including but not limited to office supplies, snacks and craft service items.
• Organize and track client hospitality items, e.g. Shadowbox branded merchandise, client gift items, welcome and thank you cards, etc