Keep a complex, multi-event season running on time and on budget
Own day-to-day maintenance of the season event budget — record actuals, track variances, and flag when something is trending off-plan across any of the 6 events
Manage vendor onboarding and payment processing in Ramp, including setting up new vendors, submitting payments for approval, and ensuring invoices are coded correctly
Monitor staged vendor payment schedules (deposits, milestone triggers, final payments) and proactively alert the team when action is needed
Actively surface emerging risks — budget overages, vendor delays, missing deliverables, or timeline slippage — before they escalate
Serve as a clear, reliable communication hub between the team and external vendors: coordinate timelines, follow up on deliverables, and hold vendors accountable without requiring the Director to step in on every thread
Prepare concise budget summaries and status updates for leadership, translating complex budget data into clear, actionable snapshots
Maintain visibility on all open items across the season so the team always has a current picture of where each event stands
Triage the task queue in Asana — identify what's urgent, what's blocked, and what needs escalation
Build and maintain event timelines, pre-production checklists, and run-of-show documents
Track vendor contracts and ensure payment and deliverable milestones are met on schedule

3–5 years in a production coordinator, production finance, or event operations role — ideally in entertainment, live events, sports, or agency production
Strong command of complex spreadsheets (Google Sheets) — you can navigate a multi-sheet event budget model, not just enter data into one
Experience managing vendor payments and onboarding, including working in AP or expense management tools
Sharp written English — vendor communications, internal Slack, and leadership summaries all need to be clear and professional
Proactive communicator — you flag problems before they become fires, and you follow up without being asked
Able to work core PST working hours or start a few hours before to align with EST

Nice to have

Experience with Ramp, Asana, or similar expense management and project management tools
Background in multi-currency budgeting or international event production
Live event or sports production experience

Events and Production Coordinator

Key skills