Event Project Manager

The Event Project Manager will be responsible for communicating with sales, administration, transportation, and the operations team to process and manage all needs, and address issues and concerns relating to projects, timelines, milestone due dates, client concerns, and production issues. The Project Manager will also be responsible for coordinating and communicating the progress of the project through to the event set-up and will assist the sales associate on event site, take-down, and storage as assigned.

Essential Functions:

The Event Project Manager is responsible for the technical execution of all events. This position will ensure successful and profitable execution of events by following SEFT event management standards and will partner with the sales and operations team to deliver on event execution plans (crew size and technical complexity).

• Interface with clients and vendors as required including taking the lead in communication when directed.
• Have a working knowledge of labor force strategies.
• Assist the management team with pre and/or post-event financial details and analysis.
• Maintain a high level of professionalism while interacting with Sales, Administration, Warehouse/ Logistics, and Transportation.
• Maintain current and thorough knowledge of the basic processes for event installation and provides support and direction to installation crew as needed.
• Take total ownership of a project's schedule and production when the Sales and Marketing Manager releases the work orders to Project Management.

Main Responsibilities are as follows:

Event Planning

• Prepare and communicate technical production & labor schedules, sub-rental requirements, project scope, execution plan and individual responsibilities to lead crewmembers, vendors, and venue.
• Maintain focus on client needs by attending client meetings, creating, and maintaining organized event files, and responding to client concerns, questions, and problems.
• Review all sales documents to confirm that the equipment and technical positions to ensure they meet client's needs.
• Place service orders based on client requests; this may include electric, AV, rigging, etc.
• Using existing policies and procedures, set up and save data to create necessary onsite information including providing details for needed requirements for the project and getting client approval.
• Collaborate with the Sales team for the approval of supplier invoices for event management requirements
• Complete requests regarding structural design, technical issues, and writing purchase orders to begin preliminary work as directed

Event Execution

• Communicate event execution plan and on-site changes including billing, production schedules and client requests.
• Reviewing all necessary information with the crew leads to ensuring a successful and profitable event.
• Operate equipment and assist crew as necessary/qualified.
• Mentor SEFT Team Members on event execution and best practices to help improve the local knowledge base and experience in the market.
• Communicate project requirements from clients and sales team to define specific work required.
• Address problems/concerns relevant to project management in a timely manner.
• Treat all internal and external customers with courtesy and respect.

Administrative & Training

• Complete and analyze the equipment and rentals for events as necessary.
• Process SEFT post-event items, including review of timesheets, timely processing of invoices and post-event reporting.
• Work with Management Team to identify training needs.

Required Education and Experience:

• Bachelor's Degree, PMP or other Project Management certification, plus 2- 5 years of trade show, event industry, or construction management experience required.
• Ability to work in a fast-paced environment and meet deadlines for multiple projects concurrently.
• Proficient in operating standard office equipment and computer systems, including Microsoft Outlook, Word, Excel.