Events and Production Coordinator

This is a fully remote position, open to applicants in Philippines.

📋 Description

• Ensure the smooth operation of a complex, multi-event season while adhering to timelines and budget constraints.

• Take charge of the daily management of the season event budget — documenting actuals, monitoring variances, and highlighting any deviations from the plan across the six events.

• Oversee vendor onboarding and payment processing in Ramp, which includes establishing new vendors, submitting payments for authorization, and verifying that invoices are accurately coded.

• Keep track of scheduled vendor payment timelines (deposits, milestone triggers, final payments) and proactively notify the team when actions are necessary.

• Identify and communicate emerging risks — such as budget overruns, vendor delays, missing deliverables, or timeline slippage — before they escalate into larger issues.

• Act as a reliable communication hub between the team and external vendors: managing timelines, following up on deliverables, and ensuring vendor accountability without necessitating intervention from the Director in every communication.

• Create succinct budget summaries and status updates for leadership, translating complex financial data into clear, actionable insights.

• Maintain oversight of all outstanding items throughout the season to ensure the team has an up-to-date understanding of each event's status.

• Organize and prioritize the task queue in Asana — distinguishing urgent tasks, identifying blocks, and recognizing what requires escalation.

• Develop and sustain event timelines, pre-production checklists, and run-of-show documents.

• Monitor vendor contracts to ensure that payment and deliverable milestones are achieved as scheduled.

⛳️ Requirements

• 3–5 years of experience in a production coordinator, production finance, or event operations role — preferably within entertainment, live events, sports, or agency production.

• Proficient in managing complex spreadsheets (Google Sheets) — capable of navigating a multi-sheet event budget model rather than merely inputting data into a single sheet.

• Experience in managing vendor payments and onboarding, including the use of accounts payable or expense management tools.

• Excellent written English skills — vendor communications, internal Slack messages, and leadership summaries must be clear and professional.

• Proactive communicator — you identify and flag issues before they escalate, and you follow up independently.

• Available to work core PST hours or start a few hours earlier to align with EST.

• **Nice to have**

• Familiarity with Ramp, Asana, or equivalent expense management and project management tools.

• Experience with multi-currency budgeting or international event production.

• Background in live event or sports production.

🏝️ Benefits

• Permanent remote work flexibility.

• Paid Time Off.

• Health Maintenance Organization (HMO) coverage.

• Annual performance bonuses.

• Dedicated coaches provide an additional channel for support and skill development.

• Opportunities for professional growth.