Event Project Manager

Description

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 Manager releases the work orders to Operations Management.  

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  documents to confirm that the equipment and technical positions to ensure they meet client's needs. 
• Place service orders based on client requests.  
• 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 and purchase orders for event management requirements 
• Complete requests regarding drawings and technical issues 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. 

Requirements

Required Education and Experience: 

• Bachelor's Degree, PMP or other Project Management certification OR 5+ years experience in Event Management involving installation of clearspan structures, frame tents, scaffolding, and flooring in the event industry 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. 

Preferred Experience:

• 5+ years experience in Clearspan structures up to 30m wide
• Bilingual - Spanish Proficiency
•  Master's degree in management, PMP or other Project Management certification, plus 6+ years of trade show or special event industry experience 

Competencies:

The Event Project Manager uses a variety of soft skills, technical abilities, and industry knowledge to oversee the execution of event planning and execution, including:

1. Great written and verbal communication skills

2. Excellent leadership skills, including goal setting, motivation, and training

3. Ability to set and monitor a budget

4. Good problem-solving, critical thinking and decision-making skills

5. Exceptional organization, project management, time management and multitasking abilities

6. Keen attention to detail

7. Strong Communication Skills.

8. Results Driven.

9. Strong Organizational Skills.

10. Strong Customer/Client Focus and Relationship Skills.

11. Technical Capacity.

12. Optimizes Work Processes.

13. Financial Acumen

14. Hospitality

15. Responsiveness

16. Team-Oriented

17. Stress Management

Work Environment:
This job operates in a warehouse, office, and outside environment with moderate exposure to outdoor temperatures and to dirt, sand and/or dust. The working conditions will vary between moderately quiet to noisy volumes.

Physical Demands:
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. This would require the ability to lift, push, and pull items up to 50 lbs. (when necessary) and stand for extended periods of time.

Position Type/Expected Hours of Work:

This is a full-time position. Must be able to work flexible and/or extended hours during event set-ups as required. 

Travel:

As directed.