What are the responsibilities and job description for the Production Project Manager position at Gear Seven?
DESCRIPTION
The Project Manager is responsible for taking new opportunities from initial inquiry → discovery → scoping → internal alignment → pre-production and ensuring all teams have what they need to deliver efficiently.
This role is the central nervous system of the Gear Seven ecosystem — supporting Production, ARC Studios, Shift Dynamics, NKS, and ChARM by driving clarity, communication, workflows, and client readiness.
The PM ensures that projects enter production cleanly, clients have a seamless experience, and internal teams stay coordinated.
RESPONSIBILITIES
Discovery to Scope & Quote:
- Receive inbound opportunities from Sales & Marketing Associate.
- Conduct or support initial discovery calls with HoOps EP.
- Collect details: timeline, creative needs, deliverables, tech requirements, budget context.Build quote shells and gather all required inputs.
- Activate Internal needs by processing project briefs and standing up projects.
- Verify Director’s availability and desire to be pitched on project > Request Director Reel links for pitches.
- Ready the best Producer options available to align with potential projects
- Ensure budgets reflect accurate crew, gear, studio, specialty equipment, travel, and deliverables.
- Manage revisions and ensure clients receive updated budgets quickly.
Internal Project Activation:
- Run internal kickoff meetings.
- Prepare kickoff documents
- Ensure all required documents are filed and complete before pre-pro begins.
- Client Communication & Experience:
- Serve as the organized point of contact from discovery through pre-production.
- Send checklists, prep documents, and reminders to clients.
- Ensure clients feel informed, supported, and confident in the process.
Handoff to Production & Wrap Support:
- Transition project to Production Lead with a clean handoff package.
- Support Production/EP with updates or documentation as needed.
- Upon wrap, ensure the Product Accounting has everything they need to Actualize the budget and process project expenses and crew invoices on time.
- Ensure all overages are communicated for final invoicing.
Internal Workflow Optimization:
- Maintain project tracking tools (Asana, HubSpot, GCal, WRK Automation,etc.).
- Identify bottlenecks, propose solutions, and improve workflows.
- Ensure communication between divisions stays clear and efficient.
QUALIFICATIONS:
The ideal candidate should possess the following skills and attributes:
Professional Traits:
- 2 Years in production – project management, coordination, or agency environment.
- Strong understanding of production workflows (pre-pro → shoot → post).
- Familiarity with rentals, studio operations, or VP workflows (bonus).
- Experience with scoping, budgeting, or quoting.
- Ability to manage timelines, multi-stakeholder communication, and logistics.
- Ability to flex as a Producer or Post Production Supervisor when needed.
Personal Traits:
- Highly organized and detail-oriented
- Calm under pressure
- Naturally communicative and proactive
- Excellent follow-through and accountability
- Strong note-taking and written communication skills
- Problem-solver who finds win-win-win scenarios and escalates early and appropriately
- Comfortable coordinating multiple departments at once
- Excited by creative ideas & innovation. Rooted in making it work / bringing it to life