Vibee - Seasonal Project Manager

RESPONSIBILITIES

Project Management

• Support the daily flow of projects, helping to track timelines, project progress, and providing updates as needed to key stakeholders.
• Assist in the creation and management of labor schedules and budgets with guidance from the Senior Producer and production team.
• Coordinate on-site schedules and help distribute task lists to ensure the smooth execution of builds and strikes.
• Provide occasional assistance to the site operations team for tasks such as equipment auditing and tracking as needed.
• Assist with other special projects assigned by the executive lead or production manager as needed.

Reporting

• Support the preparation of cash spending reports, P-Card tracking, and per diem coordination in collaboration with the finance team.
• Assist in gathering quotes, tracking expenses, and supporting invoice reconciliation after events, under the supervision of the Senior Producer.

Administration

• Assist in managing the seasonal staff roster and provide support for the onboarding process, coordinating with HR.
• Assist with timekeeping and payroll functions for seasonal staff, working in coordination with HR.
• Help prepare necessary documents such as day sheets, dispatch guides, and other materials for the site operations and production teams.
• Managing project management programs and ensuring that the programs meet assigned deadlines from program ideation through to execution.

Communication

• Act as a key point of contact for internal communication
• Collaborate with the Front of House (FOH) and Back of House (BOH) teams to streamline workflows during the event planning process.
• Provide clear and timely communication with relevant stakeholders as directed.

QUALIFICATIONS

• 3-5 years of experience in live event production or project coordination (experience with large-scale events is a plus).
• Ability to manage project timelines and communicate effectively with teams.
• Familiarity with project management tools such as Google Suite, Airtable, and Asana.
• A collaborative team player with an ability to adapt to fast-paced environments.
• Strong organizational skills and attention to detail.
• Ability to handle occasional physical tasks and on-site event support.

WORK ENVIRONMENT

• Flexibility to work evening and weekend hours as needed to support event schedules.
• Ability to work in busy environments and tolerate noise during event production.
• Must be willing to travel to event sites as required by project needs.
• Some physical activity may be required (e.g., lifting up to 20 pounds).

• Position will expose candidate to sensitive company information and so must maintain strict confidentiality
• Must exercise the utmost discretion in dealing with staff, vendors, and business associates regarding sensitive matters

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

EQUAL EMPLOYMENT OPPORTUNITY

We aspire to build teams that reflect and support the fans and artists we serve. Every day we aim to promote environments where everyone can be themselves, contribute fully, and thrive within our company and at our events. As a growing business we will encourage you to develop your professional and personal aspirations, enjoy new experiences, and learn from the talented people you will be working with.

Vibee strongly supports equal employment opportunity for all applicants regardless of age (40 and over), ancestry, color, religious creed (including religious dress and grooming practices), family and medical care leave or the denial of family and medical care leave, mental or physical disability (including HIV and AIDS), marital status, domestic partner status, medical condition (including cancer and genetic characteristics), genetic information, military and veteran status, political affiliation, national origin (including language use restrictions), citizenship, race, sex (including pregnancy, childbirth, breastfeeding and medical conditions related to pregnancy, childbirth or breastfeeding), gender, gender identity, and gender expression, sexual orientation, intersectionality, or any other basis protected by applicable federal, state or local law, rule, ordinance or regulation.

We will consider qualified applicants with criminal histories in a manner consistent with the requirements of the Los Angeles Fair Chance Ordinance, San Francisco Fair Chance Ordinance and the California Fair Chance Act and consistent with other similar and / or applicable laws in other areas.

We also afford equal employment opportunities to qualified individuals with a disability. For this reason, Vibee will make reasonable accommodations for the known physical or mental limitations of an otherwise qualified individual with a disability who is an applicant consistent with its legal obligations to do so, including reasonable accommodations related to pregnancy in accordance with applicable local, state and / or federal law. As part of its commitment to make reasonable accommodations, Insomniac also wishes to participate in a timely, good faith, interactive process with a disabled applicant to determine effective reasonable accommodations, if any, which can be made in response to a request for accommodations. Applicants are invited to identify reasonable accommodations that can be made to assist them to perform the essential functions of the position they seek. Any applicant who requires an accommodation in order to perform the essential functions of the job should contact a Human Resources Representative to request the opportunity to participate in a timely interactive process. Insomniac will also provide reasonable religious accommodations on a case-by-case basis.

HIRING PRACTICES

The preceding job description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required of employees assigned to this job.

Vibee recruitment policies are designed to place the most highly qualified persons available in a timely and efficient manner. Insomniac may pursue all avenues available, including promotion from within, employee referrals, outside advertising, employment agencies, internet recruiting, job fairs, college recruiting and search firms.

Hourly Rate Range: $25-35/hour USD

Please note that the compensation information provided is a good faith estimate for this position only and is provided pursuant to the California Salary Transparency in Job Advertisements Law. It is estimated based on what a successful California applicant might be paid. It assumes that the successful candidate will be in California or perform the position from California. Similar positions located outside of California will not necessarily receive the same compensation. Insomniac takes into consideration a candidate’s education, training, and experience, as well as the position’s work location, expected quality and quantity of work, required travel (if any), external market and internal value, including seniority and merit systems, and internal pay alignment when determining the salary level for potential new employees. In compliance with the California Law, a potential new employee’s salary history will not be used in compensation decisions.