Insomniac - Project Manager, Production & Operations

Insomniac Events•Calabasas, CA

23h•Hybrid

About The Position

Insomniac is seeking a highly motivated self-starter with a passion for dance culture and expertise in production and operations to join their team as a Production & Operations Project Manager. This role is responsible for planning, coordinating, and executing events with a strong focus on budgeting, logistics, site management, and departmental coordination. The goal is to ensure the seamless execution of all production-related tasks from initial planning to event close-out, collaborating closely with producers, promoters, and various event departments. This is a hybrid/remote position that requires on-site presence at various event and office locations as needed.

Requirements

5+ years in event production, operations, or project management within the entertainment or live event industry.
Strong understanding of financial tracking, forecasting, and budget reconciliation processes.
Proficiency in Asana, Smartsheet, or similar project management tools.
Familiarity with CAD designs, site planning, and security protocols.
Strong ability to lead cross-functional teams, work with stakeholders, and manage vendor relationships.
Experience with Excel (advanced functions), Lennd, CMR, and production software.
Ability to anticipate challenges and implement proactive solutions.
Willingness to work irregular hours, including nights and weekends, based on event timelines.
Applicants for employment in the U.S. must possess work authorization, which does not require sponsorship by Insomniac for a visa.

Nice To Haves

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.

Responsibilities

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.
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.
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.
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.
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.