Hireframe

Events and Production Coordinator

Hireframe

full-time

Posted on:

Location Type: Remote

Location: Philippines

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About the role

  • Keep a complex, multi-event season running on time and on budget
  • 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
  • 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
  • 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

Requirements

  • 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
Applicant Tracking System Keywords

Tip: use these terms in your resume and cover letter to boost ATS matches.

Hard Skills & Tools
budget managementvendor onboardingpayment processingmulti-sheet spreadsheet navigationevent timeline managementcontract trackingrisk managementbudget variance trackingdeliverable managementmulti-currency budgeting
Soft Skills
proactive communicationclear communicationproblem-solvingorganizational skillsattention to detailtime managementteam coordinationleadership summariesprofessional writingtask prioritization