Job Summary:
WHO ARE YOU?
Do you enjoy live events? Do you excel in fast paced, creative environments? Then you're in luck! We are looking for a highly motivated self-starter who embodies both a passion for music and a love of the live event experience. Is this you? Read on...
WHO ARE WE?
Vibee is a global travel experience company, providing exclusive hotel & ticket packages to the best music festivals, concerts, and destinations worldwide. We connect global travelers & music fans to curated Vibee destination experiences, as well as events from our exclusive partners like Live Nation, Insomniac Events, C3 and more. This is a unique opportunity to join our team of passionate travel experience creators with Vibee and catch the buzz!
THE ROLE
Vibee is seeking a highly motivated and proactive Contract Project Manager to join the team . This position is responsible for the planning and execution of Vibee curated experience events and festival integrations. Destination Experiences may occur in markets throughout globally, in standard event venues to non-traditional spaces where all infrastructure is built. This position reports to the President and Senior Vice President, Business Operations.
RESPONSIBILITIES
Project Management
Support the daily flow of projects, helping to track timelines, project progress, and providing updates as needed to key stakeholders.
Assist in the creation and management of labor schedules and budgets with guidance from the Senior Producer and production team.
Coordinate on-site schedules and help distribute task lists to ensure the smooth execution of builds and strikes.
Provide occasional assistance to the site operations team for tasks such as equipment auditing and tracking as needed.
Assist with other special projects assigned by the executive lead or production manager as needed.
Reporting
Support the preparation of cash spending reports, P-Card tracking, and per diem coordination in collaboration with the finance team.
Assist in gathering quotes, tracking expenses, and supporting invoice reconciliation after events, under the supervision of the Senior Producer.
Administration
Assist in managing the seasonal staff roster and provide support for the onboarding process, coordinating with HR.
Assist with timekeeping and payroll functions for seasonal staff, working in coordination with HR.
Help prepare necessary documents such as day sheets, dispatch guides, and other materials for the site operations and production teams.
Managing project management programs and ensuring that the programs meet assigned deadlines from program ideation through to execution.
Communication
Act as a key point of contact for internal communication
Collaborate with the Front of House (FOH) and Back of House (BOH) teams to streamline workflows during the event planning process.
Provide clear and timely communication with relevant stakeholders as directed.
QUALIFICATIONS
3-5 years of experience in live event production or project coordination (experience with large-scale events is a plus).
Ability to manage project timelines and communicate effectively with teams.
Familiarity with project management tools such as Google Suite, Airtable, and Asana.
A collaborative team player with an ability to adapt to fast-paced environments.
Strong organizational skills and attention to detail.
Ability to handle occasional physical tasks and on-site event support.
WORK ENVIRONMENT
Flexibility to work evening and weekend hours as needed to support event schedules.
Ability to work in busy environments and tolerate noise during event production.
Must be willing to travel to event sites as required by project needs.
Some physical activity may be required (e.g., lifting up to 20 pounds).
Position will expose candidate to sensitive company information and so must maintain strict confidentiality
Must exercise the utmost discretion in dealing with staff, vendors, and business associates regarding sensitive matters
Applicants for employment in the U.S. must possess work authorization, which does not require sponsorship by Vibee for a visa.
EQUAL EMPLOYMENT OPPORTUNITYVibee strongly supports equal employment opportunity for all applicants regardless of race, color, religion, sex, gender identity, pregnancy, national origin, ancestry, citizenship, age, marital status, physical disability, mental disability, medical condition, sexual orientation, genetic information, or any other characteristic protected by state or federal law.
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.
Vibee 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.
