What are the responsibilities and job description for the Project Manager – Events & Festivals position at CivicMinds, Inc?
Job Title : Project Manager – Events & Festivals
Location: Las Vegas, NV and Atlanta, GA
About the Role
The Project Manager is an integral part of team, they work internally with Sales, and Operations and they are also the face to the Client during their projects.
The Project Manager is responsible for coordinating and supporting the execution of temporary water infrastructure systems for large-scale live events, including music festivals and sporting events. This role operates across multiple concurrent projects and ensures the successful delivery of complex infrastructure deployments that support tens of thousands of attendees per event.
Working from design packages developed by the internal design team (in conjunction with our clients), the Project Manager is responsible for executing project plans by coordinating schedules, logistics, materials, vendors, and communication between internal teams and clients.
In addition to execution responsibilities, this role plays an important part in the design feedback loop by identifying field conditions, operational constraints, or client-driven requirements that necessitate design modifications.
Project Coordination & Execution
- Coordinate execution of temporary water infrastructure systems based on approved design packages
- Develop and maintain project schedules aligned with event timelines and operational milestones
- Track progress across multiple active projects
- Coordinate internal teams, vendors, logistics, and field supervisors
- Ensure execution aligns with approved design documentation
- Maintain accurate and up-to-date project documentation
Design Interface & Change Management
- Review design documentation for constructability and field feasibility
- Identify gaps, risks, or constraints during field execution
- Submit formal change requests to the internal design team
- Track change approvals and ensure implementation of updated designs
- Maintain version control across evolving project documentation
- Participate in post-event reviews to improve future designs
Field & Vendor Coordination (Remote Oversight Model)
- Coordinate with field supervisors responsible for on-site installation
- Ensure teams have correct documentation, schedules, and materials
- Track installation progress and milestone completion remotely
- Coordinate vendor delivery schedules and service execution
- Support resolution of field issues through escalation channels
Materials & Logistics Coordination
- Coordinate delivery and staging of infrastructure materials across multiple sites
- Track allocation of pumps, hoses, tanks, fittings, and related systems
- Ensure logistics align with installation sequencing and site access constraints
- Monitor inventory levels and replenishment needs
- Support equipment recovery and return logistics post-event
Client & Stakeholder Communication
- Serve as a point of contact for assigned clients across multiple projects
- Provide regular updates on project status, readiness, and milestones
- Participate in planning and coordination meetings
- Communicate risks, changes, and updates clearly and proactively
- Support post-event reporting and documentation
Financial & Project Controls
- Track budgets, costs, and resource utilization
- Support cost control and variance tracking across projects
- Assist with vendor invoice validation and reconciliation
- Identify deviations and escalate when necessary
- Support reporting on project performance and outcomes
What We’re Looking For
- 3–5 years of experience in project management, operations, logistics, or event production
- Experience managing or coordinating multiple concurrent projects
- Strong organizational and communication skills
- Ability to work in fast-paced, deadline-driven environments
- Experience working with cross-functional and remote teams
- Strong problem-solving and prioritization skills
Preferred Experience
- Live events (festivals, sporting events, large-scale productions)
- Temporary infrastructure, utilities, or field operations
- Water, sanitation, or outdoor event infrastructure systems
- Project management tools (Monday.com, Smartsheet, Asana, Airtable)