Production Administration & Cost Control Coordinator I Brand Experiences I Milan

Job title Production Administration & Cost Control Coordinator

Business Unit Brand Experiences

Employment Type: Full-time, based at BWS Milan headquarters

Salary Range: 35.000 – 42.000 euro gross annual salary, depending on experience.

About Balich Wonder Studio

Balich Wonder Studio is an integrated entertainment Group that conceives, produces, and delivers live experiences. We create visionary projects with long-lasting value, from large-scale Ceremonies to immersive shows, events, brand experiences, and destination experiences. With a multicultural team of over 140 individuals from 20 countries, we operate through three divisions and two companies in the Middle East, including our branches in the Kingdom of Saudi Arabia (BWS-KSA) and Dubai, UAE (HQWS), serving the entire MEA Region. In 2023, Balich Wonder Studio was acquired by Banijay to build a Media and Entertainment powerhouse, combining the strengths of an established content group with our pioneering capabilities.

Role Overview

The Production Administration & Cost Control Coordinator plays a key role in supporting the financial, administrative, and operational governance of production projects within BWS Brand Experiences Business Unit.

Working closely with Production, Operations, Finance, and Project Management teams, this role ensures the accuracy of project-related financial data, supports cost monitoring activities, facilitates administrative processes, and contributes to the overall efficiency and compliance of project delivery.

The ideal candidate combines strong analytical and organizational skills with the ability to work across multiple stakeholders in a fast-paced, project-driven environment.

Key Responsibilities

Administrative and Finance project Coordination

• Support the administrative and financial management of production projects throughout their lifecycle.
  


• Act as a liaison between Production, Finance, and Operations teams to ensure smooth and accurate information flow and internal Reporting to the Board.
  


• Monitor project financial data and maintain accurate reporting and documentation.
  


• Support invoicing processes, payment tracking, and financial reconciliations.
  

• Assist project teams in budget monitoring and cost tracking activities.
  


• Support the preparation of financial reports, forecasts, and project performance updates.
  


• Monitor project expenditures and identify potential variances or areas requiring attention
  


• Contribute to the continuous improvement of financial visibility and reporting processes.
  
  

Projects Procurement Process supervision

• Support procurement and purchasing activities in line with company procedures
  


• Coordinate administrative aspects of vendor management and supplier documentation
  

• Assist in maintaining efficient and transparent procurement workflows.
  


• Contribute to the identification of process improvements and cost optimization opportunities.
  


• Ensure compliance with internal administrative and financial procedures.
  


• Support the development and implementation of standardised tools, templates, and workflows.
  


• Maintain accurate project documentation and records.
  


• Contribute to the continuous improvement of operational processes and controls.
  

Requirements

• Previous experience in project administration, cost control, finance coordination, procurement, or similar operational roles.
  


• Strong analytical and organizational skills.
  


• Excellent attention to detail and ability to manage multiple priorities.
  


• Proficiency in Microsoft Excel and reporting tools.
  


• Ability to work collaboratively across departments and stakeholders.
  


• Strong communication skills in an international and fast-paced environment.
  


• Experience in events, television or live shows market, experiential marketing, production, construction, agency, or project-based organizations is considered a plus.
  


• Administrative experience in Talent management (Ex-Enpals contracts)
  


• Languages: Professional proficiency in Italian and strong written and verbal communication skills in English
  

Benefits