Experiential Production Ops Coordinator

Framework Group; San Clemente (CA); On-site; USD 65,000 - 90,000; Full time

Job summary

Framework Group’s Brand Division is seeking an Operations Coordinator to join our San Clemente team. This role sits at the intersection of production coordination, billing administration and day-to-day program operations.

You’ll collaborate with the Brand Division and corporate accounting to move billing milestones, purchase orders, vendor records, expenses and program documentation while supporting the production team at active brand activations.

Qualifications

• 2+ years of professional experience in operations, project coordination, billing administration or production coordination.
• Hands-on experience with invoices, purchase orders, vendor documentation or expense tracking.
• Comfortable working in Excel or Google Sheets with budgets, expense tracking and financial data.
• Strong organizational skills to support multiple active projects and deadlines.
• High level of accuracy with financial and operational details.
• Ability to proactively follow up with colleagues and vendors to keep deliverables moving.
• Strong written and verbal communication skills.
• Authorization to work in the United States.

Responsibilities

• Maintain the milestone billing calendar across active programs.
• Coordinate client invoice information and billing documentation ahead of required deadlines.
• Track purchase orders and ensure supporting documentation is complete.
• Coordinate with corporate accounting on billing status, receivables and required program documentation.
• Onboard vendors and maintain tax forms, certificates of insurance and payment terms.
• Coordinate vendor payment documentation and approvals based on program milestones.
• Track and submit program expenses, reimbursements and company card activity.
• Track outstanding vendor items through program closeout.
• Support the Project Manager with permits, venue documentation and certificates of insurance.
• Coordinate travel and accommodations for program teams and contracted field staff.
• Maintain program documentation, vendor schedules and asset records.
• Maintain contract records including value, execution date, PO number and milestone status.
• Maintain program cost records so actual expenses can be tracked against budget.
• Prepare weekly billing and receivables status reporting.
• Provide on-site logistics support at selected brand activations.

Skills

Operations coordination

Billing administration

Vendor documentation

Budget tracking in Excel/Sheets

Notion

Monday.com

Project coordination

Communication skills

Education

Bachelor’s degree or equivalent

Tools

Notion

Monday.com

ERP system

Job description

Framework Group’s Brand Division is seeking an Operations Coordinator to join our San Clemente team. This role sits at the intersection of production coordination, billing administration and day-to-day program operations.

You’ll collaborate with the Brand Division and corporate accounting to move billing milestones, purchase orders, vendor records, expenses and program documentation while supporting the production team at active brand activations.