Event Specialist

3 weeks, 3 days ago
Full-time
Mid Level
Project and Program Management
Hireframe

Hireframe

Hireframe is a nearshore and offshore staffing agency that sources top remote talent for high growth companies, offering on-demand recruitment services for critical positions in various sectors.

Professional Services
51-250

Description

  • Own day-to-day maintenance of the season event budget, including recording actuals, tracking variances, and flagging off-plan trends across six events.
  • Manage vendor onboarding and payment processing in Ramp, including setup, payment approvals, and invoice coding.
  • Monitor staged vendor payment schedules and proactively alert the team when deposits, milestones, or final payments require action.
  • Support multi-currency reconciliation across USD, AUD, and CAD and flag currency conversion impacts on the budget.
  • Surface emerging risks such as budget overages, vendor delays, missing deliverables, and timeline slippage before they escalate.
  • Serve as a communication hub between the internal team and external vendors by coordinating timelines, following up on deliverables, and keeping vendors accountable.
  • Prepare concise budget summaries and status updates for leadership, translating complex budget data into clear action items.
  • Triage the task queue in Asana by identifying urgent, blocked, and escalated items.
  • Build and maintain event timelines, pre-production checklists, and run-of-show documents.
  • Track vendor contracts and ensure payment and deliverable milestones stay on schedule.

Requirements

  • 3–5 years of experience in a production coordinator, production finance, or event operations role.
  • Experience in entertainment, live events, sports, or agency production is preferred.
  • Strong command of complex spreadsheets, especially Google Sheets, including multi-sheet event budget models.
  • Experience managing vendor payments and onboarding, including work in AP or expense management tools.
  • Strong written English for vendor communication, internal Slack, and leadership summaries.
  • Proactive communication style with the ability to flag problems early and follow up independently.
  • Ability to work core PST hours or start a few hours earlier to align with EST.
  • Experience with Ramp, Asana, or similar expense management and project management tools is a plus.
  • Background in multi-currency budgeting or international event production is a plus.
  • Live event or sports production experience is a plus.

Benefits

  • Permanent remote work flexibility.
  • Paid Time Off.
  • Health Maintenance Organization (HMO) coverage.
  • Annual performance bonuses.
  • Dedicated coaches for support and skill-building.
  • Opportunities for professional growth.

Interested in this position?

Apply directly on the company website

Apply Now

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