Production Analyst

The Apex Agency; Irvine (CA); Hybrid; USD 65,000 - 90,000; Full time

Benefits offered by this job

401(k) matching

Health insurance

Pet-friendly

Team events

Hybrid work

Job summary

The Apex Agency in Irvine, CA (hybrid) is seeking a Production Analyst to own and strengthen project records behind our agency work. You’ll partner with Project Managers, Executive Producers, Account Leads, and Finance to keep project structures, budgets, staffing, labor, and costs accurate in Scoro, our ERP system.

You'll turn real-world activity into reliable system records, spot gaps early, and help leaders make smart decisions before issues escalate.

Qualifications

• 2–5 years experience in project operations, production management, or related roles.
• Experience with budgets, labor tracking, purchase orders, vendor costs, invoicing, and reconciliations.
• Excellent Excel skills and comfort with ERP/PM/financial platforms; Scoro a plus.

Responsibilities

• Set up and maintain project structures in Scoro: budgets, phases, tasks, and staff.
• Link staffing, timelines, and costs to budgets to minimize gaps and surprises.
• Collaborate with EPs and PMs to review activity, budgets, and invoices; keep records in sync.
• Assist in building quotes and budgets using approved rates and estimates.
• Maintain the project’s financial story with approvals, changes, and documentation.
• Prepare reports to explain variances and provide actionable insights to leadership.

Skills

Budgeting

Labor tracking

Vendor management

Invoicing

Financial reconciliations

Tools

Excel

ERP system

Scoro

Job description

Apex designs world-class marketing, training, digital, and experiential programs for some of the most admired brands in the world—including Acura, BMW, Honda, Lexus, Mercedes-Benz, Toyota, and Volvo.

See more of our work at www.theapexagency.com.

At Apex, we push boundaries and deliver extraordinary results. We’re looking for smart, creative, highly motivated people who want to make a meaningful impact.

About the Role

We’re looking for a sharp, detail-oriented PRODUCTION ANALYST to own and strengthen the project records behind our agency work. In this role, you’ll partner with Project Managers, Executive Producers, Account Leads, and Finance to keep project structures, budgets, staffing, labor, and costs accurate, connected, and current in Scoro, our project and financial management ERP system.

You won’t manage client deliverables or event execution directly. Instead, you’ll connect the plan to the numbers—turning real-world agency activity into reliable system records, spotting financial or staffing gaps early, and helping leaders make smart decisions before small issues become costly problems.

• Bring order to complexity: You naturally create structure from moving parts and understand how timelines, team assignments, tasks, and budgets connect.
• Are detailed, curious, and proactive: You dig in when information does not add up, speak up early and follow through without constant reminders.
• Enjoy numbers and details: You feel at home with spreadsheets, labor calculations, and financial reconciliations—and take pride in helping teams succeed.

What You’ll Do

• Build and maintain reliable project foundations: You set up project, quote, budget, phase, and task structures in Scoro, turning approved plans into practical project records with assigned roles, timing, deliverables, and budgeted hours.
• Support efficient production operations: You connect staffing, tasks, timelines, labor hours, vendor commitments, and expenses to working budgets so teams can manage the work with fewer gaps, delays, or surprises.
• Partner closely with project leaders: You meet regularly with Executive Producers and Project Managers to review project activity, budgets, staffing, tasks, timelines, invoicing, and open questions—and help keep plans and system records in sync as the work changes.
• Keep budgets and client commitments accurate: You help build and validate quotes and working budgets using approved rates, cost estimates, revenue, staffing, and target margins, supporting transparent client conversations and dependable financial planning.
• Maintain the project’s operational and financial story: You track approvals, changes, decisions, required actions, and supporting documentation so project records remain current and ready for reconciliation, closeout, and future reference.
• Turn project data into useful business insight: You prepare reports and reconciliations that explain key variances, identify risks, and give project and executive leaders practical information for decision-making.

What you Bring

• Experience: You have 2–5 years of experience in project operations, production management, project financial management, business operations, or another project-based role.
• Core Skills & Tools: You have experience with project budgets, labor tracking, purchase orders, vendor costs, invoicing, or financial reconciliations; you are also proficient in Excel and comfortable using an ERP, project management, or financial management platform. Experience with Scoro is a major plus.
• Communication: You explain financial and operational details to creative and production teams clearly, helpfully, and collaboratively.
• Bonus: You bring experience in an agency, experiential production, training, digital development, or automotive OEM environment.

Location

• This position is hybrid based in Irvine, CA, or Dallas, TX

What we offer

The Apex Agency offers a flexible hybrid work environment with a collaborative, team-oriented culture that values both independence and in-person connection. Our office is pet friendly and supports regular team-building activities and agency outings. Full-time employees receive a comprehensive benefits package including a 401(k) with company matching, medical/dental/vision insurance.