Event Specialist

Hireframe; California (MO); Hybrid; USD 50,000 - 70,000; Full time

Benefits offered by this job

Permanent remote work flexibility

Paid Time Off

Health Maintenance Organization (HMO) coverage

Annual performance bonuses

Dedicated coaching

Opportunities for professional growth

Job summary

Hireframe is seeking a Production Coordinator located in California, Missouri, to manage vendor payments and maintain event budgets across multiple projects. This role entails interacting with vendors, ensuring timely communications, and proactively surfacing issues. Candidates should have 3–5 years of experience in production coordination, strong skills in Google Sheets, and be able to work PST hours. The position offers flexibility for remote work, annual performance bonuses, and opportunities for professional growth.

Qualifications

• 3–5 years in production coordination or event operations.
• Strong command of complex spreadsheets (Google Sheets).
• Experience with vendor payments and onboarding.
• Proactive communicator, flagging problems before they escalate.
• Able to work core PST hours or align with EST.

Responsibilities

• Manage vendor payments and onboarding in Ramp.
• Maintain event budgets and track variances.
• Surface emerging risks before they escalate.
• Coordinate timelines with vendors and follow up on deliverables.
• Triage tasks in Asana and maintain event timelines.

Skills

Production coordination

Vendor management

Strong communication

Proactive problem-solving

Google Sheets

Tools

Ramp

Asana

Slack

Google Workspace

Job description

You’ll work directly with the Director to keep a complex, multi‑event season running on time and on budget. Across 6 events and dozens of active vendor relationships, there’s a lot happening simultaneously — your job is to make sure nothing falls through the cracks.

This role lives at the intersection of finance and operations. You’ll manage vendor payments and onboarding in Ramp, maintain our event budgets, surface emerging issues before they become fires, and help the Director to stay focused on the right things at the right time. Strong communication and a proactive mindset are as important as technical skills here.

Budget & Vendor Payments

• 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
• Support multi‑currency reconciliation across USD, AUD, and CAD; flag conversion impacts on the budget.

Issue Visibility & Communication

• 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

Project & Operations Coordination

• 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
• Support ad hoc operational needs as the season progresses

Tools Used

• Budget & Finance: Google Sheets, Ramp
• Project Management: Asana
• Communication: Slack, Google Workspace
• Expenses & Payments: Ramp

Qualifications

• 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

Benefits

• Permanent remote work flexibility
• Paid Time Off
• Health Maintenance Organization (HMO) coverage
• Annual performance bonuses
• Dedicated coaches offer an extra channel of support and skill‑building
• Opportunities for professional growth