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
On Location has been appointed as the Official Hospitality Provider of the FIFA World Cup 26™! We are searching for a talented, motivated and highly detailed production coordinator to join our Vendor Bidding Delivery team to help in the selection of key vendors to deliver for these amazing experiences. As a Coordinator, you will be providing administrative, organizational and operational support to our very busy vendor bidding / event delivery teams in a variety of areas.
Priorities can often change in our fast-paced environment, so this role includes, but is not limited to, the following:
ESSENTIAL FUNCTIONS & RESPONSIBILITIES
- Assist in all areas of vendor bidding including RFPs, Bid Comparisons, Letters of Authorization, Vendor Service Agreements and Change Orders
- Maintain our Vendor Bidding database, tracking milestones and deliverables, and updating production timelines
- Add all FWC26 Compliant Vendors into the On Location Event Production FileMaker Pro Master Contact database
- Become proficient in our Smartsheet processes including maintaining our bidding database, tracking milestones and deliverables, and updating production timelines
- Research new potential vendors for key areas, as needed
- Assist with site visit & event travel coordination and booking
- Execute Non-Disclosure Agreements
- Follow up with vendors as needed for information or tracking of documents
- Manage project timelines and contact lists
- Liaise with vendors to gather documents and information as needed through the bid to contracting to close out phases
- Assist with researching, writing, editing and preparing Scopes of Work for Request for Proposal (RFP) Inclusion
- Assist in assembly of bid response comparisons
Administrative & Other Responsibilities
File Storage
Expense Reports
Process Invoices
Take meeting notes
Monthly American Express Closeout
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.
Travel
Must be adaptable with work and travel schedule and be available to travel for work during holidays. This position may require up to 30-40% travel.
REQUIREMENTS
- 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 accuracy
- Ability to multi-task and remain calm in high-pressure situations
- Strong communication, interpersonal, negotiation and conflict resolution skills
- Good timekeeping and work ethic that is characterized by commitment, motivation, and energy
Preferred Education and/or Experience
- Knowledge of FileMaker | Keynote | SharePoint | Smartsheet | Microsoft Teams | Zoom
- Prior experience with large-scale sporting events a plus
- Flexibility and positive attitude to work long days, evenings, weekends and holidays when necessary
