活动专员
Event Specialist
你将直接与总监合作，确保复杂的多活动季节按时按预算进行。在6个活动和数十个活跃的供应商关系中，同时发生的事情很多——你的工作是确保没有遗漏。
这个职位位于财务和运营的交汇点。你将管理Ramp中的供应商付款和入驻流程，维护我们的活动预算，提前发现可能出现的问题，避免演变成危机，并帮助总监在正确的时间关注正确的事情。在这里，良好的沟通能力和主动的心态与技术能力同样重要。
预算与供应商付款
- 负责季节性活动预算的日常维护——记录实际支出，跟踪差异，并在任何一项活动出现偏离计划的趋势时及时标记
- 在Ramp中管理供应商入驻和付款流程，包括设置新供应商、提交付款审批以及确保发票正确分类
- 监控分阶段的供应商付款时间表（定金、里程碑触发、最终付款），并在需要采取行动时主动提醒团队
- 支持美元、澳元和加元之间的多币种对账；标记汇率变动对预算的影响
问题可见性与沟通
- 在问题升级之前主动揭示潜在风险——预算超支、供应商延迟、缺失交付物或时间线延误
- 作为团队与外部供应商之间清晰可靠的沟通枢纽：协调时间线，跟进交付物，并在不需总监介入每一条信息的情况下督促供应商
- 为管理层准备简洁的预算摘要和状态更新，将复杂的预算数据转化为清晰、可操作的快照
- 保持对整个季节所有待办事项的可见性，使团队始终掌握每个活动的最新情况
项目与运营协调
- 在Asana中处理任务队列——识别哪些是紧急的，哪些被阻塞，哪些需要升级
- 建立并维护活动时间线、预生产检查清单和演出流程文档
- 跟踪供应商合同，确保付款和交付里程碑按计划完成
- 在季节推进过程中支持临时的运营需求
使用的工具
- 预算与财务：Google Sheets、Ramp
- 项目管理：Asana
- 沟通：Slack、Google Workspace
- 费用与付款：Ramp
要求
· 3–5年在制作协调员、制作财务等相关岗位的经验
查看英文原文
You'll work directly with the Director to keep a complex, multi-event season running on time and on budget. Across 6 events and dozens of active vendor relationships, there's a lot happening simultaneously — your job is to make sure nothing falls through the cracks.
This role lives at the intersection of finance and operations. You'll manage vendor payments and onboarding in Ramp, maintain our event budgets, surface emerging issues before they become fires, and help the Director to stay focused on the right things at the right time. Strong communication and a proactive mindset are as important as technical skills here.
Budget & Vendor Payments
- 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
- Support multi-currency reconciliation across USD, AUD, and CAD; flag conversion impacts on the budget.
Issue Visibility & Communication
- 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
Project & Operations Coordination
- 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
- Support ad hoc operational needs as the season progresses
Tools used
- Budget & Finance: Google Sheets, Ramp
- Project Management: Asana
- Communication: Slack, Google Workspace
- Expenses & Payments: Ramp
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
Hireframe provides nearshore and offshore staffing solutions, operating as a remote-first organization with team members located in the United States, Mexico, and the Philippines. Our robust benefits package includes:
- 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
At Hireframe, we cultivate a supportive environment that fosters professional development and success, ensuring our team members thrive in their careers.
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Originally posted on Himalayas