Operations Coordinator, Experiential Production

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

We’re Hiring: Operations Coordinator, Experiential Production

Framework Group is looking for an Operations Coordinator to join our Brand Division.

This role sits at the intersection of production coordination, billing administration and day-to-day program operations. We’re looking for someone who is highly organized, comfortable working with numbers and deadlines, and interested in learning how experiential programs move from contract through production, execution and final billing.

You’ll work closely with our Brand Division and corporate accounting team to keep billing milestones, purchase orders, vendor records, expenses and program documentation moving while supporting the production team across active brand activations.

This is an opportunity for someone who wants exposure to the full lifecycle of experiential production, with a defined development path toward project or program management.

What you’ll own:

• 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

What we’re looking for:

• 2+ years of professional experience in operations, project coordination, billing administration or production coordination
• Hands‑on experience working 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 with the ability to support multiple active projects and competing 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

Preferred qualifications:

• Bachelor’s degree or equivalent professional experience
• Experience in an agency, experiential production, events or professional services environment
• Exposure to job costing or project-based financial tracking
• Experience with Notion, Monday.com or an accounting/ERP system
• Interest in developing into a project or program management role within experiential production

This role is based out of Framework Group’s San Clemente office and requires regular in-person collaboration. Flexibility is available based on production schedules and business needs. This is not a fully remote position.

If you’re organized, detail-oriented and interested in building a career on the operational and production side of experiential marketing, we’d love to hear from you.