Production Project Manager

JOB TITLE: Production Project Manager

STATUS: Full Time

REPORTS TO: Director of Production

MAIN OBJECTIVE

This role serves as the central manager of production projects, ensuring seamless communication, organization, and execution from concept through final delivery. The position is responsible for managing timelines, workflows, vendor coordination, and internal systems to support efficient and high-quality production outcomes. This role requires a high degree of numerical accuracy and organizational precision, as it involves managing financial details, quotes, invoices, and multi-layered project timelines simultaneously.

CORE RESPONSIBILITIES

Project & Production Management

• Oversee the full lifecycle of production projects from intake to final delivery

• Build, manage, and track detailed project timelines, task lists, and deliverables

• Ensure all orders, quotes, and invoices are executed within established timelines (typically within 24 hours of receipt)

• Maintain visibility across all active projects and proactively identify risks or delays

• Coordinate cross-functional communication between clients, vendors, and internal teams

• Uphold consistent and ongoing communication with clients, suppliers and staff.

Vendor & Order Coordination

• Research, source, and quote products aligned with client needs and budgets

• Manage relationships with suppliers, manufacturers, and vendors

• Working knowledge of apparel vendors, blank garments, and decoration methods preferred.

• Oversee order placement, production updates, and delivery logistics

• Ensure quality control standards are met before final delivery

• Coordinate final delivery including shipping, packaging, labeling, and quality control

Internal Systems & Workflow Management

• Utilize and maintain internal project management systems (e.g., CRM, task management tools, file storage systems)

• Create scalable workflows, templates, and SOPs to improve team efficiency

• Ensure accurate and consistent data tracking across systems

• Serve as a key representative of the production department in communication between departments (Production, Warehouse, Road, Ecommerce, etc.)

1Communication & Coordination

• Own project execution from intake through delivery, ensuring accountability across departments and proactively removing obstacles that may impact timelines, quality, or profitability.

• Maintain consistent, proactive communication with internal stakeholders and vendors

• Ensure all project details are clearly documented and accessible

• Support alignment across departments to keep projects moving forward

Operational Support

• Maintain product/sample library and internal resources

• Assist with inventory coordination and merchandise logistics

• Support occasional product pickups/deliveries as needed (Must have the ability to pick up & carry boxes weighing 30 pounds).

• Contribute to process improvements and operational efficiencies

• Additional responsibilities may be assigned as needed

Key Success Indicators

• Quotes provided to the customer within 4 hours

• Projects delivered on time and within scope

• Clear, consistent communication across all internal/external teams

• Efficient and scalable internal systems

• High accuracy in order execution and documentation

• Improved workflow efficiency across teams

SKILLS AND EXPERIENCE

• Proactive, self-starter mindset

• Excellent communication and follow-through

• Strong project management and organizational skills

• Ability to manage multiple projects simultaneously with high attention to detail

• Strong numerical aptitude with high accuracy in financial and data entry tasks

• Ability to identify discrepancies in pricing, invoices, and order details quickly

• Administrative proficiency (Microsoft Office Suite: Excel, Word, PowerPoint, Outlook, etc.)

• Experience with project management tools (Trello, CRM systems, etc.)

• Experience in apparel/decoration and/or music industry preferred

• 3 years in project coordination, production, or operations roles preferred

SUPPORTING OUR CORE VALUES

At Company X, you will be required to embrace and strive to achieve high standards within each of our four Core Values: Integrity, Trust, Excellence, and Grace.

The goal of Company X is to promote an atmosphere of exploring one’s unique gifts, skills, and talents to maximize professional fulfillment in our jobs. To fulfill these values, you will have the opportunity to participate in initiatives to increase efficiency.

STAFF CONDUCT GUIDELINES

The following guidelines are necessary for employee success, team accomplishment, and client retention.

• Steward all company materials, software, inventory, and workspace with care and professionalism

• Use company credit cards and purchasing privileges responsibly and in accordance with company policy

• Honor deadlines and complete assigned tasks in a timely manner

• Maintain awareness of and respect for co-workers' goals, timelines, and boundaries

• Present yourself professionally in appearance and conduct, particularly in client-facing interactions

• Maintain a drug- and alcohol-free standard during work hours

• Demonstrate discretion and professionalism in all interactions with clients, artists, and partners

• Foster a positive, collaborative work environment

COMPENSATION DETAILS // TERMS OF EMPLOYMENT

This position is considered a statutory employee by the Department of Labor for the State of Tennessee, a current/updated W4 with current legal name and mailing address to be always on file with Company X.

Compensation & Benefits

• Competitive compensation package based on experience.

• Full-time, in-person position based at Company X offices.

• Standard schedule of 40 hours per week.

• Company-provided computer and equipment.

Benefits

• Comprehensive paid time off package, including PTO, company holidays, and an extended Christmas/New Year holiday break.

• Monthly healthcare reimbursement.

• Mileage reimbursement for approved business travel.

• Monthly cell phone reimbursement.

• Counseling reimbursement program.

• Employee referral bonus program.

Benefits and holiday schedules are subject to change based on business needs and operational requirements.