Operations Coordinator (Freelance Opportunity)

TAIT partners with artists, brands, IP holders and place makers to bring culture-defining, never-before-seen experiences to life. With a legacy of innovation spanning over 45 years, TAIT has grown from pioneering in rock ‘n’ roll concert staging to setting the global standard for extraordinary live events and experiences through cutting-edge technology, precision engineering, and creative design. TAIT’s 20 global offices have developed iconic productions and experiences in over 30 countries, all seven continents, and even outer space for renowned performers, theme parks, exhibits, and venues across the globe, including partnerships with Taylor Swift, Cirque Du Soleil, Royal Opera House, Nike, NASA, Bloomberg, Google, Beyoncé, and The Olympics

This is a temporary contract role, not a full-time staff position.

Position Purpose

We're looking for a detail-oriented Operations Coordinator to support our project teams by managing invoicing, travel coordination, expense reporting, payroll validation, and day-to-day operational processes. In this role, you'll partner closely with Finance, Payroll, Project Managers, and department leadership to ensure processes run smoothly and are completed accurately and on time.

Responsibilities

• Manage the full invoice process from receipt through payment, ensuring accuracy and timely processing.
• Review invoices, purchase orders, and expenses to ensure proper reconciliation and budget alignment.
• Coordinate domestic and international travel arrangements and manage travel expenses through SAP Concur.
• Validate payroll by reviewing timecards and resolving discrepancies with internal teams.
• Maintain accurate records for invoices, travel, payroll, and project documentation.
• Partner with Finance, Payroll, HR, and Project Managers to support day-to-day department operations.
• Serve as a point of contact for inquiries related to invoicing, travel, and payroll.
• Identify opportunities to improve processes and increase operational efficiency.

Position Requirements

• Associate's or Bachelor's degree in Business, Finance, Accounting, Entertainment, Human Resources, or a related field preferred.
• 2–4 years of experience in operations, project coordination, accounts payable, payroll, or a related field.
• Experience coordinating domestic and international travel for multiple travelers.
• Strong organizational skills with exceptional attention to detail.
• Proficiency in Microsoft Office, including Excel.
• Experience with SAP Concur or similar expense management software preferred.
• Experience with ERP or accounting systems (such as Epicor) is a plus.
• Excellent communication, problem-solving, and time management skills.
• Ability to manage multiple priorities in a fast-paced environment while handling confidential information with discretion.

TAIT is an equal opportunity employer fully committed to diversity and inclusion in the workplace. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran or any other protected characteristic as outlined by international, national, state, or local laws.