Coordinator, Event & Hospitality Delivery

Who We Are:

On Location is a global leader in premium experiential hospitality, offering ticketing, curated guest experiences, live event production and travel management across sports, entertainment, fashion and culture. On Location provides unrivaled access for corporate clients and fans looking for official, immersive experiences at marquee events, including the Olympic and Paralympic Games, FIFA World Cup 2026, Super Bowl, NCAA Final Four, and more. An official partner and/or service provider to over 150 iconic rights holders, such as the IOC (the Milano Cortina 2026 and Los Angeles 2028 Olympic Games), FIFA, NFL, NCAA, UFC, WWE, and PGA of America, the company also owns and operates a number of its own unique experiences. On Location is a subsidiary of TKO Group Holdings, Inc. (NYSE: TKO), a premium sports and entertainment company.

The Role and What You’ll Do:

We are searching for a talented, motivated and highly-detailed production Coordinator to join our event production & hospitality team to help in the planning of some amazing experiences in the Sports Industry. As a Coordinator, you will be providing administrative, organizational and operational support to our very busy project management/event production teams in a variety of areas and through all phases of event development including pre-planning and coordination, onsite event execution, and post-event closeout. 

Priorities can often change in our fast-paced environment, so this role includes, but is not limited to, the following:  

•  Conduct research and gather information for event proposals and budgets including venues/locations, vendors, entertainment options and other event disciplines
• Secure vendor pricing for budget development
• Assist in tracking event finances by updating event P&L with quotes, processing invoices, and reconciling expenses
• Become proficient in our FileMaker processes and databases including: Event Assignments, Upcoming Events, Expense Reports, Correspondence (Memos, General Info Documents, etc.), Client Invoices, Absolute Accounting/P&L, Time Sheets, Client & Vendor Contact Lists, Budgets & Contracts, Vendor Quoting, Event Contact Lists
• Become proficient in our Smartsheet processes including maintaining our bidding database, tracking milestones and deliverables, and updating production timelines
• Assist in all areas of vendor bidding including RFPs, Bid Comparisons, Letters of Authorization, Vendor Service Agreements and Change Orders
• Assist with site visit & event travel coordination and booking
• Execute Non-Disclosure Agreements
• Learn event-specific disciplines and become proficient enough to manage all of the below individually- work up to being able to manage a minimum of three (3) at the same time from pre-event to on-site to post-event, under supervision of Lead Producer/Project Lead (Food & Beverage, Entertainment, Guest & Catering Rentals, Signage & Graphics, Venue/Location, Restrooms, Security & Credentials
• Mentor and train new coordinators and staff
• Possess/gain general knowledge of other event disciplines to include Production, Technical & Creative Services
• Understand how to read and utilize diagrams
• Manage event timelines and contact lists
• Liaise with vendors to facilitate ordering and logistics such as load-in & load-out scheduling
• Assist with researching, writing, editing and preparing event proposals/presentations
• Work with Creative Services Coordinator to traffic manage the signage & graphics for a project
• Secure event supplies
• Update manager and project leads

Administrative & Other Responsibilities

• File Storage
• Expense Reports
• Process Invoices
• Take meeting notes
• Monthly American Express Closeout
• Monthly FedEx Statements Processing
• Daily Timesheet Inputting for Labor Reports
• Weekly Timesheet Tracking for Company

Other Duties & Responsibilities

This job description is not designed to cover or contain a comprehensive listing of the employee's activities, duties, or responsibilities for this job.  Duties, obligations, and activities may change at any time with or without notice.

You Have These:

• Bachelor's Degree in Business, Communications, Public Relations, Marketing, Hospitality Management, Sports Management, or a related field, or equivalent experience required

• Proficient user of Microsoft Office Suite | Adobe Acrobat
• Highly organized and process-oriented
• Attention to detail, carefully following instructions and checking work for ac