Note: The job is a remote job and is open to candidates in USA. ADM Creative Group is a high-energy corporate event production company located on Long Island, New York. The Production Operations Coordinator will coordinate travel logistics, manage event crew and production resources, support event operations, and oversee crew-related financial reconciliation while partnering with Production and Finance teams.
Responsibilities
- Manage the qualification, scheduling, communication, and onboarding of event crew for each event and throughout the event lifecycle
- Maintain an accurate database of crew resources, rates, specialties, and availability
- Coordinate crew assignments and communicate call times, event details, travel requirements, and production expectations
- Serve as a primary point of contact for event crew from initial engagement through post-event reconciliation
- Negotiate rates, fees, travel terms, and engagement details within established company guidelines
- Prepare, manage, and track contracts, agreements, and required documentation
- Ensure all crew members understand agreed-upon rates, terms, overtime policies, travel arrangements, and billing requirements before an event
- Maintain accurate records of negotiated rates and approved terms for each event
- Coordinate and support all event-related travel logistics, including:
- Air travel and itineraries, Hotel accommodations and Ground transportation
- Event registration and attendee requirements
- Partner closely with Producers, Project Managers, Production Managers, Finance, and other internal stakeholders to ensure seamless event execution
- Manage travel details and changes for production staff and crew before and during events
- Maintain accurate travel schedules, itineraries, contact information, and event logistics
- Communicate travel updates, changes, and requirements clearly and proactively to internal teams and travelers
- Identify and resolve travel or logistics issues quickly and professionally
- Support multiple events simultaneously while maintaining exceptional attention to detail
- Own the post-event financial reconciliation process for our road crew
- Review crew invoices and supporting documentation for accuracy, and compliance with agreed-upon terms
- Verify hours, rates, expenses, travel costs, overtime, and other billable items before invoices are submitted for approval
- Identify and resolve discrepancies between contracts, approved rates, event records, and submitted invoices
- Maintain organized records of crew costs by event and support production teams with budget visibility
- Serve as the primary liaison between Production and Finance for crew-related financial processes, approvals, and questions
- Coordinate with Finance to ensure invoices and payments are processed accurately and on schedule
Skills
- 2–5+ years of experience in event production, event operations, travel coordination, staffing, production coordination, or a related field
- Strong organizational and project-management skills with exceptional attention to detail
- Comfortable managing multiple events and deadlines simultaneously
- Strong written and verbal communication skills
- Experience reviewing invoices, tracking costs, reconciling expenses, or working with Finance teams
- Comfortable negotiating rates and managing contracts or service agreements
- Proficiency with Microsoft Office and the ability to quickly learn internal systems and event-management tools
- Ability to work independently, take ownership, and proactively identify and solve problems
- Ability to remain calm, flexible, and solutions-oriented in a fast-paced event environment
- Willingness to support events outside of standard business hours, including occasional evenings, weekends, and travel periods
- This is a remote work opportunity and periodically go to the office as needed/required. Please do not apply unless you meet all the above criteria
- Experience working with technical operators, production professionals, event staff, vendors, or contractors preferred
Benefits
- Comprehensive benefits package
- 401K
- Remote work opportunity with periodic office attendance as needed/required
Company Overview