Project Manager

Full time

The Project Manager is the primary owner of show delivery at Advanced Staging Productions — the single point of accountability for every show from the moment it is won through final invoicing. This is a senior production role requiring both deep client relationship skills and strong technical AV knowledge. The PM is the face of ASP to the client onsite and the internal hub driving all pre-production activity across departments.

This position requires regular travel, early mornings, evenings, and weekend availability in line with live event schedules. When not on show site, the PM works from the office managing pre-production, coordinating with internal teams, and setting up show infrastructure in Microsoft Teams and SharePoint.

Candidates must be local to the Philadelphia area.

Key Responsibilities:

Client & Account Management:

• Serve as the primary point of contact for the client from post-RFP award through final invoice
• Lead kickoff calls, site visits, and pre-show reviews with clients; own all client-facing communications through the show channel
• Obtain and track all client approvals: quotes, run-of-show, drawings, deposits, and change orders
• Build and maintain long-term client relationships to ensure repeat business and client satisfaction
• Develop a thorough understanding of each client’s business, preferences, and event requirements

Pre-Production & Planning:

• Own the full show production timeline from kickoff through strike, managing all milestones across internal departments
• Prepare, manage, and track event budgets with the assigned account manager; produce final ASP quotes and manage cost-to-budget throughout the show lifecycle
• Coordinate with Audio, Video, Lighting, and Resource teams to develop equipment lists, crew assignments, and trucking plans
• Conduct and document site visits; incorporate venue-specific logistics into the Show Paper
• Manage all vendor and subrental quotes; negotiate pricing and confirm deliverables
• Confirm all crew positions and communicate show details, dress code, call times, and logistics in advance

Onsite Execution:

• Lead the crew on-show, serving as the primary operational and client-facing representative throughout load-in, show, and strike
• Monitor and manage show-day issues, change orders, and last-minute client requests; document all changes
• Ensure all ASP and client Health & Safety protocols are followed on site

Post-Show:

• Confirm strike completion and reconcile final crew and vendor costs against budget
• Complete post-show notes and upload show photos to SharePoint for future reference
• Prepare and deliver the final invoice to the Account Manager
• Conduct internal show debrief and contribute learnings to future show planning

Team Leadership & Mentorship:

• Guide and mentor Associate Project Managers through the ASP show production process
• Contribute to the development and refinement of ASP production standards, templates, and internal tools
• Participate actively in team meetings and cross-departmental planning sessions

Experience & Qualifications

• 5+ years of experience as a Project Manager in live event production, AV, or a closely related field
• Demonstrated track record of independently managing multi-day events from award through final invoice
• Experience preparing, tracking, and reconciling event budgets
• Solid understanding of AV technical requirements across audio, video, and lighting disciplines
• Experience managing external vendors, subrentals, and freelance crew
• Proficiency with Microsoft Teams, SharePoint, and Planner (or willingness to learn ASP’s specific workflow)

Skills & Competencies

• Exceptional client communication skills, both written and verbal — able to represent ASP professionally at all levels of a client organization
• Strong organizational skills with the ability to manage multiple shows simultaneously without dropping details
• Decisive under pressure; able to solve problems quickly and calmly in a live event environment
• Ability to read and understand technical drawings, room layouts, and rigging diagrams
• Flexibility to travel and work irregular hours in line with event schedules
• Collaborative team player who communicates proactively across all internal departments

Day-to-Day Expectations

• Own and update every active show you are working on to the internal team.
• Attend and contribute to team meetings; surface risks and decisions early
• Maintain accurate, professional written and verbal communications with clients, crew, and vendors
• Comply with all ASP company policies and client site policies, including Health & Safety protocols
• Maintain strong relationships with hotels, venues, and suppliers to maximize value for clients
• Achieve all client and company Service Level Agreements (SLAs) for every event
• Apply ASP’s vision and values in every client interaction and internal decision