Project Manager

Position Summary

The Project Manager is responsible for managing the successful execution of client projects from sales handoff through production, shipment, installation, and project completion. This role serves as the primary point of coordination between the client, Sales, Graphics, Production, Warehouse, Accounting, and outside vendors to ensure projects are delivered accurately, on time, and to the expected quality standards.

The Project Manager manages multiple projects simultaneously and is responsible for maintaining clear timelines, identifying project requirements and risks, coordinating internal and external resources, and proactively communicating throughout the project lifecycle. This role requires strong attention to detail, organization, communication, and the ability to prioritize and solve problems in a fast-paced tradeshow and experiential environment.

Key Responsibilities

• Own and manage projects from sales handoff through completion, ensuring all project requirements, deadlines, and deliverables are clearly defined and communicated, and internal teams, clients, and vendors understand their responsibilities and deadlines.
• Review project scope and identify required next steps, deadlines, artwork needs, production requirements, shipping details, show services, labor, rentals, and other project-specific requirements.
• Maintain proactive communication with clients throughout the project, providing updates, setting expectations, requesting needed information, and communicating changes or potential delays.
• Accurately enter and maintain Sales Order information, project scope, dates, pricing, notes, and other details within internal systems.
• Develop accurate estimates for custom projects using internal pricing tools and resources.
• Coordinate artwork requirements and deadlines with clients and internal Graphics teams, ensuring artwork is received, reviewed, approved, and ready for production according to project timelines.
• Review and interpret frame build drawings and project specifications to determine graphic requirements and identify potential issues before production.
• Coordinate with Production and Warehouse to ensure projects are scheduled, prepared, built, quality checked, packed, and ready to ship according to the required timeline.
• Maintain accurate project information across internal systems, dashboards, production calendars, and project documentation so teams have current and reliable information.
• Coordinate outside vendors and show service providers for services such as installation and dismantle labor, freight, flooring, furniture, electrical, LED, and other project-specific needs.
• Coordinate shipping and logistics requirements, ensuring materials, booth properties, graphics, rentals, and other project components are accounted for and moving according to schedule.
• Identify special inventory needs or requirements for specific builds, coordinate between Design and Production to determine necessary materials, and manage the ordering and procurement of required inventory.
• Coordinate client payments and deposits according to established terms and communicate outstanding requirements as needed.
• Work closely with Sales to ensure project scope, client expectations, pricing, and commitments are accurately communicated and carried through execution.
• Identify potential project issues early and take ownership of coordinating solutions with the appropriate internal teams, vendors, and clients.
• Manage changes, additions, rush requests, and other unexpected project needs while clearly communicating impacts to timelines, pricing, production, and shipping.
• Ensure projects are properly documented and that relevant information is accessible to the teams responsible for executing the work.
• Maintain strong, professional relationships with clients, Sales team members, vendors, and internal departments.
• Provide a high level of customer service while balancing client needs with established processes, production capabilities, timelines, and business requirements.
• Perform other duties as assigned.