Insomniac - Project Manager, Production & Operations

Job description

Job Summary: WHO ARE YOU? Do you enjoy dance music? Do you have an enthusiasm for production and excel at project management? Then you’re in luck! We are looking for a highly motivated self-starter who embodies both a passion for dance culture and a love of production and operations. Is this you? Read on… WHO ARE WE? Insomniac produces some of the most innovative, immersive music festivals and events in the world. Enhanced by state-of-the-art lighting, pyrotechnics and sound design, large-scale art installations, theatrical performers and next generation special effects, our events captivate the senses and inspire a unique level of fan interaction. The quality of the Headliner experience is our top priority. Insomniac produces 10,000 concerts, club nights and festivals for seven million attendees annually across the globe. Since its inception, Insomniac's events have taken place in 13 countries across five continents. The company's premiere annual event, Electric Daisy Carnival Las Vegas, is the world’s largest dance music festival and attracts more than 525,000 fans over three days. The company was founded by Pasquale Rotella and has been based in Los Angeles since it was formed in 1993. THE ROLE The Production & Operations Project Manager is responsible for planning, coordinating, and executing events with a strong focus on budgeting, logistics, site management, and departmental coordination. This role ensures the seamless execution of all production-related tasks from the initial planning stages to event close-out, working closely with producers, promoters, and various event departments. This is a hybrid/remote position that allows you to work from home but will also require on-site presence at various event and office locations as needed. RESPONSIBILITIES Budget & Financial Management 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 Event Planning & Coordination 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 On-Site Execution & Operations 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 Cross-Departmental & Stakeholder Collaboration 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 Team & Communication Management 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 QUALIFICATIONS Experience: 5+ years in event production, operations, or project management within the entertainment or live event industry Budgeting Expertise: Strong understanding of financial tracking, forecasting, and budget reconciliation processes Project Management: Proficiency in Asana, Smartsheet, or similar project management tools Logistics & Site Operations: Familiarity with CAD designs, site planning, and security protocols Communication & Leadership: Strong ability to lead cross-functional teams, work with stakeholders, and manage vendor relationships Technical Proficiency: Experience with Excel (advanced functions), Lennd, CMR, and production software. Problem-Solving: Ability to anticipate challenges and implement proactive solutions Flexibility: Willingness to work irregular hours, including nights and weekends, based on event timelines Preferred Qualifications 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 WORK ENVIRONMENT Must be able to tolerate loud noise levels & busy environments May work in drastic temperature climates Must be willing to travel to work during holidays, evening, and weekend hours and travel to events, as required Applicants for employment in the U.S. must possess work authorization, which does not require sponsorship by Insomniac 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. Insomniac 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, Insomniac 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. Salary Pay Range: $75,000.00 - $90,000.00 USD 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. Insomniac 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. Live Nation Entertainment will never request payment or equipment purchases as part of the hiring process. Recruiters will only contact candidates from official Live Nation or affiliated brand email domains.