Insomniac - Project Manager, Production & Operations

Job Summary:

WHO ARE YOU?

Do you enjoy dance music? Do you have an enthusiasm for production and excel at project management? Then you're in luck! We are looking for a highly motivated self-starter who embodies both a passion for dance culture and a love of production and operations. Is this you? Read on...

WHO ARE WE?

Insomniac produces some of the most innovative, immersive music festivals and events in the world. Enhanced by state-of-the-art lighting, pyrotechnics and sound design, large-scale art installations, theatrical performers and next generation special effects, our events captivate the senses and inspire a unique level of fan interaction. The quality of the Headliner experience is our top priority.

Insomniac produces 10,000 concerts, club nights and festivals for seven million attendees annually across the globe. Since its inception, Insomniac's events have taken place in 13 countries across five continents. The company's premiere annual event, Electric Daisy Carnival Las Vegas, is the world's largest dance music festival and attracts more than 525,000 fans over three days. The company was founded by Pasquale Rotella and has been based in Los Angeles since it was formed in 1993.

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 Whats App 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…