Travel & Production Coordinator ADM Productions - 3.2 Jericho, NY Job Details Full-time $75,000 - $85,000 a year 2 days ago Benefits Health insurance Dental insurance 401(k) Flexible spending account Paid time off Work from home Vision insurance 401(k) matching Life insurance Qualifications English Team management Attention to detail Contracts Process management Stakeholder management Full Job Description Travel & Production Coordinator Busy, High Energy, Corporate Event Production company located on Long Island, seeking highly organized, detail-oriented, enthusiastic team-player Travel & Production Coordinator . This role will be responsible for coordinating travel logistics and supporting the operational needs of our event teams, while also owning the end-to-end management of freelance production resources. The ideal candidate is a proactive problem-solver who thrives in a fast-paced, deadline-driven environment and is comfortable managing multiple events, vendors, freelancers, budgets, and competing priorities simultaneously. This role serves as a key connection point between Production, Freelancers, Travel, and Finance , ensuring that event resources are properly staffed, travel is efficiently coordinated, and freelancer costs are accurate, documented, and reconciled. Key Responsibilities Freelancer Management & Staffing Manage the freelancer qualification, scheduling, communications and onboarding process for each event and throughout event lifecycle. Maintain an accurate database of freelance resources, rates, specialties, and availability. Coordinate freelancer assignments and communicate call times, event details, travel requirements, and production expectations. Serve as a primary point of contact for freelancers from initial engagement through post-event reconciliation, Freelancer Rates, Contracts & Terms Negotiate freelancer rates, fees, travel terms, and engagement details within established company guidelines. Prepare, manage, and track freelancer contracts, agreements, and required documentation. Ensure freelancers 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. Travel & Event Logistics 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 freelancers 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. Financial Management & Reconciliation Own the post-event financial reconciliation process for freelancers. Review freelancer 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 freelancer costs by event and support production teams with budget visibility. Serve as the primary liaison between Production and Finance for freelancer-related financial processes, approvals, and questions. Coordinate with Finance to ensure invoices and payments are processed accurately and on schedule. Qualifications 2-5+ years of experience in event production, event operations, travel coordination, staffing, production coordination, or a related field. Experience working with freelance production professionals, event staff, vendors, or contractors preferred. 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. What Success Looks Like The successful candidate will bring structure, accountability, and efficiency to the freelancer and travel process while serving as a trusted operational partner to both the Production and Finance teams.

Job Type:

Full-time Pay:

$75,000.00 - $85,000.00 per year

Benefits:

401(k) 401(k) matching Dental insurance Flexible spending account Health insurance Life insurance Paid time off Vision insurance Work from home

Language:

English (Required)

Work Location:

Hybrid remote in Jericho, NY 11753