Production & Operations Project Manager

This is a Full Time Job

Insomniac - Project Manager, Production & Operations

THE ROLE

The Production & Operations Project Manager is responsible for planning, coordinating, and executing events with a strong focus on budgeting, logistics, site management, and departmental coordination. This role ensures the seamless execution of all production-related tasks from the initial planning stages to event close-out, working closely with producers, promoters, and various event departments. This is a hybrid/remote position that allows you to work from home but will also require on-site presence at various event and office locations as needed.

RESPONSIBILITIES

Budget & Financial Management
• Create and maintain the Topline Budget, using historical data from comparable events
• Develop and update the Budget Master, ensuring alignment with producer approvals
• Distribute budget breakouts and manage the Purchase Tracker
• Conduct regular Budget Master maintenance, ensuring accuracy in sheet functions, equations, and formatting
• Track departmental budget deadlines and ensure adherence to locking timelines
• Collaborate with Finance and Producers for reporting period reviews and overage approvals

Event Planning & Coordination
• Maintain the Advances & Contacts Sheet for producer-booked vendors
• Schedule and facilitate bi-weekly/weekly department head meetings
• Coordinate department advances, including travel, logistics, and production pull sheets
• Develop and manage a master Global Build Schedule by consolidating department schedules
• Ensure the completion of department rosters, organizational charts, and signage advances
• Finalize CCTV placement and IT requirements
• Oversee security audits, DOT maps, and Check Point Document preparation
• Manage industry guest lists and schedule nightly briefings

On-Site Execution & Operations
• Organize daily production meetings during load-in
• Lead the execution of the Command Post Dispatch Guide and real-time event request coordination
• Facilitate all-staff safety briefings for large-scale events
• Identify and assist with any areas requiring improvement during load-in and event execution

Cross-Departmental & Stakeholder Collaboration
• Serve as the main point of contact for venue relations, permitting, and community relations
• Work with the Site Experience team on signage design approvals and marketing event maps
• Collaborate with public safety teams, including fire, police, and medical, to ensure compliance with safety protocols
• Communicate updates to CAD designers and maintain accurate site layouts

Team & Communication Management
• Create and manage departmental WhatsApp group chats for real-time coordination (~30 days out)
• Schedule and take notes for all relevant production meetings and ensure action items are followed up on
• Send invites and manage attendance for the All-Agencies Meeting, ensuring alignment with production timelines
• Take ownership of projects needing leadership and drive problem-solving initiatives as required

QUALIFICATIONS
• Experience: 5+ years in event production, operations, or project management within the entertainment or live event industry
• Budgeting Expertise: Strong understanding of financial tracking, forecasting, and budget reconciliation processes
• Project Management: Proficiency in Asana, Smartsheet, or similar project management tools
• Logistics & Site Operations: Familiarity with CAD designs, site planning, and security protocols
• Communication & Leadership: Strong ability to lead cross-functional teams, work with stakeholders, and manage vendor relationships
• Technical Proficiency: Experience with Excel (advanced functions), Lennd, CMR, and production software.
• Problem-Solving: Ability to anticipate challenges and implement proactive solutions
• Flexibility: Willingness to work irregular hours, including nights and weekends, based on event timelines

Preferred Qualifications
• Experience in large-scale festival or concert production
• Background in working with high-level industry vendors and production teams
• Understanding of permitting and regulatory compliance for live events

WORK ENVIRONMENT
• Must be able to tolerate loud noise levels & busy environments
• May work in drastic temperature climates
• Must be willing to travel to work during holidays, evening, and weekend hours and travel to events, as required

Applicants for employment in the U.S. must possess work authorization, which does not require sponsorship by Insomniac for a visa.

HIRING PRACTICES

The preceding