Finance & Operations Associate

Finance & Operations Associate

2025

About VTProDesign

VTProDesign is a full-service creative design firm with a focus on the latest technology and techniques. We are creators, engineers and programmers. Designers and makers. Storytellers and technologists. Collaborators and artists.

With an extensive background in logistical, creative, and production design, we have been involved in numerous capacities in the live entertainment and experiential marketing industries. We provide a turn-key solution for specific client needs, offering tailored services in creative design, advanced video, fabrication, engineering, projection mapping, interactive technology, custom media servers, content design, lighting, and audio.

Our creative vision is rooted in a strong production and technology background. So we know that every idea we come up with, no matter how great the heights, is within our reach. We know where the bar is set, because we set it there. And we’re always working to rise past it. Every project has the potential to connect people in different ways and in each step of the process there are discoveries to make. Through expertise and experimentation, discipline and ambition, we find creative solutions.

Description

The Finance & Operations Associate will work closely with the Senior Producer - Operations to support the company’s finance, processes, and workflow functions. This role is focused on ensuring that the company’s financial and operational systems are developed and implemented in ways that align with the company culture, people, and work. Rather than focusing on active project management, the associate will provide broad support across all aspects of finance and operations. The position includes a hybrid work schedule, with employees expected to be in the office 2-3 days per week, based on team collaboration, project requirements, and business needs.

The ideal candidate for this role will have 1-3 years of experience in operations, finance, or live event production, along with high proficiency in Excel and Google Sheets,. A strong interest in business and operations within the creative or production field is essential, along with proficiency in budget management and basic accounting practices. The candidate should be an excellent communicator, capable of managing multiple tasks in a fast-paced environment while meeting deadlines. They should also have a passion for learning, sharing best practices, and adapting to challenges. Previous experience in the live event or production industry is a plus.

Tasks and Responsibilities

Operations

• Learn and execute company-wide operational tasks with oversight from the Senior Producer - Operations
• Manage and update job and client details, including adding tasks to jobs and updating job statuses
• Oversee the setup of project resources, such as Google Drive folders, Slack channels, and other tools required for project success
• Assist with weekly project information updates and the development of department and project key information resources
• Provide support for process updates in project management tools and other software programs.
• Track and manage Master Service Agreement (MSA) and vendor portal setup, collaborating with the Business Affairs and Finance teams to ensure contracts are reviewed and vendor portals contain accurate and up-to-date company information
• Support the creation and development of internal tutorials and workflows for project processes.
• Assist the People & Culture team in training new employees and updating company resources with current information
• Manage and create transportation programs for all on-site projects to ensure smooth execution

Finance

• Work closely with the Senior Producer - Operations and finance team to ensure accurate and timely execution of financial matters across the organization.
• Manage processes related to credit card coding, project budgeting, financial reporting, vendor payments, payroll, and other finance-related tasks.
• Ensure accurate, on-time coding for company-wide credit card transactions
• Participate in month-end close processes and collaborate with the finance team to complete all tasks
• Assist in tracking project budgets and quotes, ensuring bi-monthly financial reports are accurate
• Monitor hard costs, labor estimates, and freelance allocations for each job
• Manage the monthly SG&A budget, ensuring that department budgets are accurate and in line with overall company goals; provide budget oversight and review with the Senior Producer - Operations
• Oversee Accounts Payable and Accounts Receivable submissions, ensuring timely payments to vendors and receipt of payments from clients
• Facilitate communication with Production team leads to ensure all invoices are correctly accounted for during bi-weekly pay runs
• Collaborate with the Accounts Payable team to answer questions regarding vendor details and resolve any issues that arise
• Work closely with the Accounts Payable team on a weekly basis to manage urgent payment needs and ensure smooth financial operations
• Submit Sales Order requests and updates, working with the finance team to open and adjust billing for jobs as needed
• Coordinate with the Head of People & Culture to manage and process weekly Per Diem payments
• Assist with additional finance-related tasks as needed, ensuring flexibility and adaptability to the evolving needs of the business

Qualities

• 1-3 years experience working in an operations, finance or live event production environment
• High proficiency or certification in Excel and Google Sheets
• Keen interest in business and operations administration within the creative or production field
• Proficiency in budget management and/or basic accounting practices
• Excellent communicator with all levels of the organization
• Ability to manage multiple tasks in a fast-paced and time sensitive environment
• Proven track record of meeting deadlines and taking initiative to make well-informed decisions
• Passionate about learning new things, creating and sharing best practices
• Ability to anticipate challenges and enact change
• Collaborative spirit and decision making that prioritizes education, process and communication
• Previous experience with CODA is a plus
• Previous experience in the live event or production industry is a plus

Position Details

• Full Time
• Hourly Non-Exempt
• Salary range from $30.00 to $32.00 hourly
• Located in Los Angeles, CA
• Work is hybrid (2-3 IN OFFICE days weekly), Monday through Friday, 9:00 am to 6:00 pm