Project Manager- Events and Festivals

CivicMinds, Inc; Atlanta (GA); On-site; USD 65,000 - 90,000; Full time

Job summary

CivicMinds, Inc. seeks a Project Coordination & Execution specialist to oversee the delivery of temporary infrastructure systems for live events.

You will coordinate cross-functional teams, vendors, and field supervisors to meet approved plans, schedules, and quality standards. This role requires strong organization, proactive communication, and the ability to manage multiple projects in fast-paced environments across Atlanta or Las Vegas sites.

Qualifications

• 3-5+ years of experience in project management, operations, logistics, event production, or a related field.
• Experience coordinating multiple concurrent projects or events.
• Strong organizational, communication, and problem-solving skills.
• Ability to manage competing priorities in fast-paced, deadline-driven environments.
• Experience coordinating cross-functional teams, vendors, and field personnel.

Responsibilities

• Coordinate execution of temporary infrastructure systems based on approved project plans and designs.
• Develop and maintain project schedules aligned with event timelines and operational milestones.
• Track progress across multiple active projects.
• Coordinate internal teams, vendors, logistics partners, and field supervisors.
• Ensure project execution follows approved documentation and specifications.
• Maintain accurate and up-to-date project records and documentation.
• Review project and design documentation for constructability and field feasibility.
• Identify potential gaps, risks, or operational constraints during project execution.
• Communicate required modifications to the internal design team.
• Submit and track change requests and approvals.
• Maintain version control for updated project documentation.
• Participate in post-event reviews and provide feedback to improve future projects.
• Coordinate with field supervisors responsible for on-site installation and execution.
• Ensure field teams have the appropriate documentation, schedules, materials, and resources.
• Monitor installation progress and milestone completion remotely.
• Coordinate vendor deliveries and service schedules.
• Help resolve field issues through appropriate escalation and communication channels.
• Coordinate delivery and staging of equipment and infrastructure materials across multiple event sites.
• Track allocation and availability of equipment, materials, and related systems.
• Ensure logistics are aligned with installation sequencing and site-access requirements.
• Monitor inventory levels and identify replenishment requirements.
• Coordinate equipment recovery, return, and post-event logistics.
• Serve as a primary point of contact for assigned clients throughout projects.
• Provide regular updates regarding project status, readiness, milestones, risks, and changes.
• Participate in client planning and coordination meetings.
• Communicate project updates and issues clearly and proactively.
• Support post-event reporting and project documentation.
• Track project budgets, costs, and resource utilization.
• Support cost control and variance tracking.
• Assist with vendor invoice review and reconciliation.
• Identify cost or resource deviations and escalates issues when necessary.
• Support reporting on project performance and outcomes.

Skills

Project management

Operations

Logistics

Event production

Communication

Problem-solving

Multitasking

Cross-functional coordination

Job description

*Open to Las Vegas and Atlanta, Georgia both locations*

Project Coordination & Execution

• Coordinate execution of temporary infrastructure systems based on approved project plans and designs.
• Develop and maintain project schedules aligned with event timelines and operational milestones.
• Track progress across multiple active projects.
• Coordinate internal teams, vendors, logistics partners, and field supervisors.
• Ensure project execution follows approved documentation and specifications.
• Maintain accurate and up-to-date project records and documentation.

Design Interface & Change Management

• Review project and design documentation for constructability and field feasibility.
• Identify potential gaps, risks, or operational constraints during project execution.
• Communicate required modifications to the internal design team.
• Submit and track change requests and approvals.
• Maintain version control for updated project documentation.
• Participate in post-event reviews and provide feedback to improve future projects.

Field & Vendor Coordination

• Coordinate with field supervisors responsible for on-site installation and execution.
• Ensure field teams have the appropriate documentation, schedules, materials, and resources.
• Monitor installation progress and milestone completion remotely.
• Coordinate vendor deliveries and service schedules.
• Help resolve field issues through appropriate escalation and communication channels.
• Coordinate delivery and staging of equipment and infrastructure materials across multiple event sites.
• Track allocation and availability of equipment, materials, and related systems.
• Ensure logistics are aligned with installation sequencing and site-access requirements.
• Monitor inventory levels and identify replenishment requirements.
• Coordinate equipment recovery, return, and post-event logistics.

Client & Stakeholder Communication

• Serve as a primary point of contact for assigned clients throughout projects.
• Provide regular updates regarding project status, readiness, milestones, risks, and changes.
• Participate in client planning and coordination meetings.
• Communicate project updates and issues clearly and proactively.
• Support post-event reporting and project documentation.
• Track project budgets, costs, and resource utilization.
• Support cost control and variance tracking.
• Assist with vendor invoice review and reconciliation.
• Identify cost or resource deviations and escalates issues when necessary.
• Support reporting on project performance and outcomes.

Qualifications

• 3-5+ years of experience in project management, operations, logistics, event production, or a related field.
• Experience coordinating multiple concurrent projects or events.
• Strong organizational, communication, and problem-solving skills.
• Ability to manage competing priorities in fast-paced, deadline-driven environments.
• Experience coordinating cross-functional teams, vendors, and field personnel.