Production/Project Finance Coordinator

Role is open for Miami and NYC based candidates only!

Who we are…

BMF is a global integrated creative marketing agency known for humanizing brands in unexpected, inspiring, and impactful ways. With headquarters in NYC and offices in Miami, Los Angeles, London and Hong Kong, we specialize in event design & production, brand marketing, marketing strategy, sponsorships, talent management & bookings, publicity, and social media & influencer relations. We elevate brands who seek a relevant role in cultural conversations important to their audiences; our global client roster includes Marriott International, Visa, Gucci, Jack Daniel's, SPANX, Poppi, Monkey 47, Lamborghini, Japan Airlines and more.

Who we want…

The Production / Project Finance Coordinator will work directly under the agency’s Producers to provide production support for BMF’s experiential clients with a particular focus on individual project financials to help ensure projects remain on budget while also maintaining target agency profit margins.

This person must have the ability to manage multiple, concurrent projects, the ability to adapt to changing business requirements and a commitment to delivering solutions that balance business needs with internal and external client obligations.

What you will do…

Production Support

• Coordinate/execute projects as directed by Producers.
• Source and contract vendors as requested.
• Build vendor relationships.
• Schedule meeting requests.
• Help develop meeting agendas, take meeting notes and send recaps.
• Work on-site to ensure the seamless execution of event as needed

Budget / Project Management

• Work with Producers to monitor budgets on project basis throughout the life of the project to ensure proper margins attained.
• Provide financial information to various departments & clients, including:
• Burn reports / Hours reports
• Cost to date tracking
• Ensure that project budgets are always up to date in BMF’s project management / accounting system, Workbook.
• Monitor client billings to ensure billing is up to date and client payments are being received on time.
• Weekly monitoring of costs-to-date, dependent on length of production & execution.
• Flag potential overages to CFO & BMF Partners
• Work with finance department to forecast project revenue on a monthly and quarterly basis
• Work with Producers and finance department to ensure projects are closed in a timely basis..
• Follow up with Project Managers shortly after the scheduled date of “Delivery” to confirm project has executed.
• Once confirmed, send notification to officially start project close process; follow up as needed to ensure close is completed within appropriate time frame based on size of job.
• Reconcile final budgets against costs in Workbook.
• Report project close analysis to Director of Finance & BMF Partners
• Submit weekly report to Director of Finance, providing status updates on:
• Executed, Current & Pipeline Jobs and Opportunities
• Status of Client Purchase orders
• Weekly billings

Communication and Collaboration

• Partner closely with internal teams to ensure accurate and timely financial reporting
• Weekly meetings with Project Managers to discuss current and upcoming project

Requirements

• Must be very strong in excel / google sheets.
• Must have excellent written and verbal communication skills
• Proactive team player; must be accountable, responsible, and organized
• Problem solver with aptitude to work under pressure and meet deadlines in a fast-paced environment
• Strong attention to detail with outstanding multitasking and organizational skills

Why BMF…

Celebrating 21 years in business, the award-winning boutique agency is helmed by partners Brian Feit, Bruce Starr, and Ed Starr, and is supported by an experienced global team of both long-standing BMFers, and recent executive-level hires. BMF’s international network of cross-disciplinary creative marketers build extraordinary brand experiences around the world, and across channels. The agile team provides a fully integrated service offering, from strategy and creative to experiential, digital, talent, and public relations.

We want you to be part of a dynamic and creative team. We are vanguards in creative strategy and experts in leveraging emerging trends in popular culture, the arts, fashion and technology. We connect brands with media, influencers, artists and consumers to create today's leading experiential activations in the market. And we’ve got the cred too: we were featured in Event Marketer's IT List of Top 100 Event Agencies for the past four years.

BMF is an Equal Opportunity Employer that does not discriminate on the basis of actual or perceived race, color, national origin, ancestry, sex, gender, gender identity, and gender expression, religious creed, disability (mental and physical) including HIV and AIDS, medical condition, genetic information, age, marital status, sexual orientation, military and veteran status, denial of family and medical care leave, or any other characteristic protected by federal, state or local law. Our management team is dedicated to this policy regarding recruitment, hiring, placement, promotion, transfer, training, compensation, benefits, employee activities and general treatment during employment.

What we offer…

• A fast-paced, creative and collaborative environment with supportive leadership.
• A culture that values ideas and innovation from everyone at every level.
• Ongoing professional development and training; we will empower you to take charge of your career path.
• Strong benefits including health and dental and unlimited PTO policy
• We are an LGBT-owned business certified by the NGLCC (nglcc.org) with diversity and inclusion as part of the agency’s core DNA.