Entertainment Project Manager

This is a Full Time Job

DESCRIPTION:
Insomniac - Entertainment Project Manager

THE ROLE
Insomniac Events is seeking a proactive and highly organized Project Manager to support the development, execution, and daily operations of our Entertainment Department. This role is essential in overseeing production timelines, staff coordination, and interdepartmental communication. The Project Manager directly assists in the management of performers, entertainment teams, creative development, and live shows - ensuring smooth operations and helping bring Insomniac's creative vision to life. This role is also an important part of the pre and post show logistics of event production, including coordinating travel, trucking, seasonal warehouse staffing, payroll, and the management and oversight of all departmental creative assets.

This position reports to the Senior Entertainment Manager. This is not a remote position and will be required in office and on-site various event locations.

ENTERTAINMENT PROJECT MANAGER DUTIES:

Staffing & Labor Oversight
• Create and launch key department forms including: casting, Performer Attendant requests, performer interest, newsletters, parking/camping requests, and more
• Create and manage key digital systems for the department including Airtable, Asana, Procurify, and Google Suite/Drive amongst others
• Overall hiring and management of Performer Attendants and warehouse operators
• Coordinate and confirm PA (Perf Attendant) training sessions & assign PA's to show roles
• Assist with the building and managing of Performer, Staff, PA, and Warehouse schedules
• Assist in the hiring and management of onsite Load In and Load Out teams
• Assist with show budgets and manage seasonal Performer and Staff payroll
• Create and manage labor grids for Back & Front of House teams
• Assist in the distribution and sharing of certain show systems to internal departments like Media or Producers
• Ensure proper financial reporting for position and rest of the team

Back-of-House (BOH) & Pre-Show Advancing
• Coordinate travel, warehouse/trucking, site, camping, parking and IT advancements during pre-show development
• Fill out BOH show forms, role assignments, credential requests, and more
• Work with team to determine and identify show deadlines
• Implement and manage show deadlines on behalf of Producers and other internal teams
• Oversee internal staff management systems, ensuring timely HR reporting and payroll
• Collect and track contractor invoices, purchase orders (POs), and certificates of insurance (COIs)

Communication
• Create and manage staff organizational documents like spreadsheets & contact lists
• Create and send Offer Letters to all hired staff
• Send Manager Outlines to department leads
• Send staff welcome letters and onboarding materials to necessary personnel
• Distribute training videos and emails to relevant staff
• Share Design Guides and Lookbooks with staff, performers, and PAs
• Maintain and distribute all relevant show information, including event "One Sheets" & "All Info"

Warehouse & Logistics
• Schedule and oversee warehouse team operations
• Create and hand off Costume Pack Lists for each show
• Oversee costume pack, pull, and load processes
• Manage post-show warehouse tasks like dry cleaning, repairs, and laundry
• Coordinate costume transfers between Las Vegas and DTLA locations through trucking logistics

QUALIFICATIONS:
• Minimum 5 years of experience in live entertainment production, stage management, or performance management.
• Previous experience in a supervisory or leadership role within entertainment or performing arts is preferred.
• Strong organizational and time-management skills.
• Excellent verbal and written communication skills.
• Ability to manage multiple tasks and make decisions in a high-pressure, fast-paced environment.
• Strong problem-solving skills and ability to make quick, sound decisions.
• Proficiency in performance management software, scheduling tools, and other entertainment industry platforms.