Site Production Project Manager

This is a Part Time Job

Insomniac - Site Production Seasonal Project Manager 2024

THE ROLE

Insomniac is seeking a highly motivated and proactive Site Production Project Manager to join the production team at festivals and/or concerts. This position reports to the Senior Director, Site Production and Site Production Managers per event. Potential work locations for this role is in either Calabasas, CA / Las Vegas, NV / East Coast

RESPONSIBILITIES

Project Management
• Partner with the Site Production Manager through the execution of every aspect of festival site production such as advance work, creating/updating vendor orders, onsite build coordination, etc.
• Manage and maintain day-to-day flow of projects with Site Production Manager per show.
• Maintain project timelines, track project process, and provide updates to all stakeholders.
• Responsible for the creation and managing of site ops crew labor schedules and budgets.
• Manage onsite schedules for Site Operations team and distribute / track daily task lists and projects through build and strike.
• Provide support for all areas of the site ops team such as assistance in heavy equipment auditing and quartermaster tracking as necessary.
• Responsible for other special projects as assigned by the site production manager.

Reporting
• Prepare and track all P-Card spending reports, and per diem coordination with finance team.
• Partner with site production manager to prepare forecasts, collect and organize quotes, and manage post show invoice reconciling.
• Understand cost of materials / supplies and consequences of damages and loss with festival gear / rentals.

Administration
• Manage seasonal staff roster, coordinate offer letters, and new hire onboarding in coordination with HR.
• Responsible for timekeeping and payroll functions for seasonal staff in coordination with HR.
• Partner with Site Production Manager to spearhead recruitment / hiring efforts.
• Coordinate and point of contact for all staff lodging, ground transportation, and flight travel with our Fan Experiences travel agency.
• Schedule calls and meetings, prepare notes and support the site production manager in all administrative related tasks.
• Create necessary documents such as airtable forms, day sheets, command post dispatch guide and prepare site ops team, heavy equipment admin, and quartermaster admin with all necessary show info for proper logging / auditing to be done.
• Set up office space making sure supplies and crew wellness needs are taken care of at all times.

Communication
• Act as main internal communicator for the site production and site operations teams.
• Collaborate with the Back of House (BOH) Team to streamline the advancing workflow.
• Act as the advance lead for the site production team to complete and send out advance forms to confirmed site vendors and internal site department for each event. Spearhead all aspects of the advance process such as providing follow-up and timely return of advance forms, compiling necessary content, etc.
• Coordinate with the warehouse team on shipping and receiving needs.
• Provide clear, concise communication with all relevant stakeholders as directed

QUALIFICATIONS
• 4+ years of experience in event project management or related experience
• Well-rounded knowledge of production, site production elements, site build, and heavy equipment
• Ability to effectively supervise and manage groups of staff
• Must be an active problem solver, instilled with a sense of urgency for projects large and small
• Have great written and verbal communication skills with exceptional attention to detail
• Must be motivated with an ''Everything is possible'' attitude
• Be able to work independently and efficiently without supervision
• Proficiency in Microsoft Excel, GSuite, Airtable, Asana, Adobe PDF editor, Dropbox required
• Heavy Equipment (ForkLift / Aerial Lift) certification preferred
• Must be able to travel for work for long periods of