Vice President of Project Management

Job Title: Vice President of Project Management

Department: Operations / Project Management

Reports To: Chief Operating Officer

FLSA Status: Exempt

Position Summary

The Vice President of Project Management is a strategic and hands-on leadership role responsible for overseeing the end-to-end execution of complex entertainment automation, staging, rigging and production projects. This position leads the project management and design teams, ensuring successful delivery of projects across concert touring productions, film, television, live events, festivals, liaises with the permanent theater installations, and partners with our sales organization.

This role blends technical project execution, creative collaboration, operational leadership, and people management. The role will drive project planning, quoting, design collaboration, and partner closely with clients but also internally partner with the sales organization, all Directors of Operations for on-time delivery—ensuring all projects are executed safely, efficiently, and to the highest standard of excellence.

Key Responsibilities

Leadership & Team Management

• Lead, mentor, develop a team, and provide feedback.
• Cultivate a culture of team work and a one company mindset.
• Establish clear expectations, performance standards, and accountability for project deliverables
• Provide coaching, training, and career development to build a high-performing project management team
• Conduct regular one-on-ones, performance reviews, and development planning
• Foster a culture aligned with company values: Safety, Innovation, Integrity, and Excellence

Project Execution & Delivery

• Oversee the full lifecycle of projects from concept through execution.
• Track and manage projects through a project management tool.
• Manage all signed contracts.
• Lead all post project after action reporting.
• Ensure all projects are delivered on time, within scope, and within budget
• Drive detailed project planning including timelines, labor forecasts, equipment allocation, and logistics
• Ensure equipment needs, usage and tracking are done in collaboration with Asset Management
• Maintain high standards of safety, quality, and operational excellence across all projects

Quoting, Design & Technical Planning

• Lead the development of accurate, competitive, and technically sound project quotes
• Ensure all contracts are approved, signed and shared with appropriate teams.
• Partner with designers, creative teams, and artistic directors to translate vision into executable automation, staging, rigging and production plans
• Oversee the creation and review of technical drawings, rigging plots, fabrication designs and system designs
• Ensure all designs meet engineering standards, safety requirements, and client expectations

Systems & Operational Integration

• Utilize and enforce best practices in company systems, including:
• RTPro for asset management, inventory planning, and project builds
• NetSuite for purchase orders, job costing, and accounts receivable coordination
• HubSpot for client relationships, email, meeting and automated tasks
• Ensure accurate project setup, tracking, and financial alignment within systems
• Partner with Finance to ensure billing accuracy, cost control, and margin performance

Cross-Functional Collaboration

• Partner with the Director of Operations to:
• Ensure fabrication and build processes meet project specifications
• Align production schedules with project timelines
• Equipment is prepped accurately and on time
• Shipping and transportation are executed efficiently
• Collaborate with HR to:
• Forecast labor needs and staffing plans
• Support workforce planning, scheduling, and compliance
• Support culture growth and teamwork
• Act as a key liaison between Sales, Operations, Engineering, and Field Teams

Client & Stakeholder Engagement

• Build and maintain strong relationships with clients, designers, and production partners
• Participate in project kickoff meetings, design reviews, and client presentations
• Ensure clear communication of project scope, timelines, and expectations
• Resolve complex issues and escalate risks as needed

Operational Excellence & Continuous Improvement

• Establish and refine project management processes, tools, and standards
• Drive post-project evaluations and continuous improvement initiatives
• Monitor key performance indicators (KPIs) related to project delivery, profitability, and efficiency
• Identify opportunities for innovation, cost savings, and scalability

Qualifications

Education & Experience

• Bachelor’s degree in Engineering, Technical Theater, Construction Management, or related field (or equivalent experience)
• 10+ years of experience in project management within entertainment production, automation, fabrication, rigging, staging, or related industries
• 5+ years of leadership experience managing high-performing teams
• 5+ years of experience in budgeting

Technical & Industry Expertise

• Deep knowledge of entertainment automation, fabrication, rigging, staging, and production environments
• Experience with touring productions, permanent installations, and live event execution
• Strong understanding of technical drawings, rigging plots, and production systems
• Proven experience building project budgets, quotes, and timelines

Systems & Tools

• Proficiency with:
• RTPro or similar asset management systems
• NetSuite or equivalent ERP platforms
• Hubspot or equivalent CRM
• Microsoft Office Suite (Excel, Project, Teams)
• Experience with CAD, VectorWorks or similar design software is highly preferred

Leadership Competencies

• Strong people leadership, coaching, and team development skills
• Exceptional organizational and project management capabilities
• Ability to manage multiple complex projects simultaneously
• Excellent communication and stakeholder management skills
• Strategic thinker with a hands-on, execution-focused mindset

Physical Requirements

• Ability to work in warehouse, fabrication, and live event environments
• Ability to sit, stand, walk, and use a computer for extended periods
• Ability to lift up to 50 lbs occasionally
• Ability to travel as needed for project oversight and client engagement
• Willingness to work flexible hours, including nights and weekends, based on project demands

Work Environment

This role operates in a dynamic, fast-paced environment supporting live events and productions. The position requires adaptability, responsiveness, and a commitment to delivering high-quality results under tight timelines.