Proposals & Finance Coordinator

TC Shadowlight is a full-service creative production studio partnering with globally recognized brands to bring ideas to life at the highest level. With everything under one roof, from concept through post, we offer a uniquely collaborative environment designed to support both creative excellence and operational precision.

JOB OVERVIEW AND PURPOSE:

The Proposals and Finance Coordinator plays a key role in developing accurate, well-structured project estimates while supporting the financial coordination of work across the studio. This role helps translate client needs and project scopes into clear, actionable quotes, while also partnering with finance on billing, expenses, and overall project financial tracking.

This role is intentionally structured as a 50/50 split, balancing forward-facing proposal development with internal finance support, to ensure both the integrity of our budgets and the efficiency of our financial processes. The ideal candidate is highly organized, detail-oriented, and comfortable working at the intersection of production, operations, and finance. A background in production or project-based environments is strongly preferred.

JOB LOCATION AND HOURS:

The location of this position is expected to be completed in the studio for company needs. The normal working hours for this position are Monday through Friday from 8:00am to 5:00pm with a one-hour lunch. Additional hours and days may be required on an occasional basis pending workload.

FLSA CLASSIFICATION:

This is an exempt position and not eligible for overtime under the FLSA guidelines.

RESPONSIBILITIES AND DUTIES:

• Develop and support RFQs and project estimates based on client needs, creative direction, and production scope

• Support Director of Operations, production, sales, and account teams to gather inputs required for accurate pricing and support alignment across projects

• Support the creation of client-facing proposal documents and ensure consistency in formatting and presentation

• Maintain and evolve pricing frameworks, templates, and estimating tools

• Review scopes to identify gaps, assumptions, and areas requiring clarification

• Manage updates and revisions to estimates as project details evolve

• Maintain clear documentation of estimate versions, inclusions, exclusions, and assumptions

• Financial Operations Support

• Partner with finance on client and project billing, including invoice preparation and tracking

• Support expense tracking, reconciliation, and alignment against approved budgets

• Assist in maintaining financial accuracy from estimate through final billing

• Help set up projects within internal systems to ensure alignment between scope and financial tracking

• Monitor project financials and flag discrepancies or risks as they arise

• Cross-Functional Coordination

• Help ensure a smooth transition from quoting to project kickoff and execution

• Contribute to improving workflows, tools, and documentation related to quoting and financial processes

COMPETENCIES

• Strong organizational skills and attention to detail
• Comfort working with budgets, pricing, and financial data
• Ability to think critically through project scope, logistics, and cost implications
• Strong communication and collaboration skills across teams
• Ability to manage multiple projects and shifting priorities
• Balanced mindset of accuracy, efficiency, and problem-solving

PREFERRED EXPERIENCE

• 2-5 years of experience in production, estimating, project coordination, or financial operations
• Experience building or supporting project budgets, quotes, or RFQs
• Exposure to billing, invoicing, or expense tracking processes
• Familiarity with production workflows and how they translate into cost
• Proficiency in Microsoft Excel, including formulas, data organization, and basic financial modeling
• Familiarity with CRM and project management platforms (such as Zoho, Monday.com, or similar tools)

PHYSICAL DEMANDS

The physical demands described below must be met to successfully perform the essential functions of this job.

• Dexterity is mandatory as this job requires frequent use of hands and fingers.
• Will be required to walk, reach with hands and arms, push items overhead, occasionally stoop, kneel, or crouch.
• Will be required to talk, hear, and see
• Ability to lift and move up to 15lbs
• Ability to climb stairs/ladders
• Ability to lift items weighing approximately 50lbs independently or with assistance
• Ability to perform basic math calculations
• Ability to work under pressure to meet strict deadlines
• Ability to differentiate between colors
• Ability to operate general office equipment (fax machine, photocopier, computer printer) stationed between 3 & 4 feet high
• Ability to stand and/or sit for long periods of time
• Ability to comprehend and apply complex information
• Maintain attendance according to company policy