Event Finance and Contract Coordinator

This is a Full Time Job

THE JOB

We are seeking a highly organized, detail-oriented, and dependable Event Finance & Contract Operations Coordinator to support the Finance team across a fast-paced portfolio of live events. This role keeps the administrative and financial details behind each project moving-from crew agreements and vendor documentation to expense backup, payment requests, reconciliations, and post-event cleanup.

The ideal candidate is a proactive, resourceful professional with strong communication skills and exceptional follow-through. They are comfortable managing multiple priorities, maintaining accurate records, and coordinating with internal teams, vendors, crew, and clients to ensure that nothing falls through the cracks.

This is an excellent opportunity for someone who enjoys the intersection of live-event operations, finance, contracts, and project coordination. A love of spreadsheets, organized files, and closing open loops is a plus-plus.

WHAT THIS ROLE WILL DO
• Prepare and organize financial backup for event expenses, including PEX and Uber reconciliations, retagging, settlements, and reimbursement support.
• Compile invoices, coding details, and supporting documentation for accounts-payable requests; route packages for approval and payment processing.
• Track open invoices, expenses, payment-related documentation, and financial follow-ups across multiple active event projects.
• Support event financial cleanup by organizing backup, researching discrepancies, coordinating expense allocations, and assisting with reconciliation preparation.
• Prepare, proof, merge, and issue deal memos, crew agreements, statements of work, and contractor agreements through DocuSign.
• Track document status, pursue outstanding signatures, correct discrepancies, and ensure fully executed agreements are saved in the appropriate shared folders.
• Coordinate directly with crew, vendors, and internal stakeholders to obtain missing information, documentation, signatures, invoices, and payment details.
• Verify vendor banking information through approved outreach and maintain clear documentation of confirmation.
• Research citations, fines, rental charges, and other operational expenses; match them to the appropriate event, reservation, project, or responsible party.
• Support payroll and contractor-administration workflows, including reimbursement collection, payroll-vendor follow-up, and audit-status tracking.
• Assist with staffing-budget updates, event staffing coordination, and supporting materials for rehearsals and live projects.
• Coordinate finance meetings, manage calendars and invitations, circulate meeting notes, and maintain action items and Outlook to-do lists.
• Support Finance leadership with ad hoc administrative, project-tracking, and operational needs.

WHAT THIS PERSON WILL BRING

Required Qualifications
• 2+ years of experience in finance administration, accounting support, contract administration, project coordination, or a related operations role.
• Exceptional attention to detail, organization, and follow-through.
• Ability to manage multiple high-priority tasks and shifting deadlines in a fast-paced environment.
• Strong written and verbal communication skills, with the professionalism to work effectively with internal teams, vendors, crew, and clients.
• Experience preparing invoices, expense backup, payment requests, reconciliations, or other financial documentation.
• Comfort handling confidential financial, vendor, and contract information with discretion.
• Strong working knowledge of Microsoft Outlook, Excel, and shared-file systems.
• A proactive problem-solving approach and willingness to ask questions, clarify details, and close gaps before they become issues.

Preferred Qualifications
• Experience supporting live events, entertainment, music, production, hospitality, or another project-based industry.
• Familiarity with QuickBooks, PEX, DocuSign, Dropbox, and spreadsheet-based tracking tools.
• Experience with accounts payable, vendor onboarding, payroll coordination, contractor agreements, or expense reconciliation.
• Experience coordinating meetings, calendars, staffing details, and cross-functional project follow-up.
• Familiarity with event budgets, project codes, cost allocations, or post-event closeout processes.
• Comfort working in a collaborative environment where priorities can change quickly.