Project Manager

TITLE: Project Manager

CLASSIFICATION: Exempt (Salary commensurate with experience)

IMMEDIATE SUPERVISOR: Senior Project Manager, Director of Production

Mind The Gap is a fast-growing scenic fabrication shop located in Brooklyn, NY that serves a handful of industries.  We primarily work in Events, Theatre, and Permanent Installs with other eclectic projects thrown in.  We are sticklers for attention to detail and providing a high-quality product that we are proud to stand behind by providing clear, accurate, and consistent communication with our shop floor and our clients. Our view of the world is that it’s not if you fix your mistakes but how you handle the problem.

The Project Manager is the glue that holds us together.  They are responsible for taking a project that has been won through completion, including installation.  They are responsible for bidding projects, ordering materials, and specialty hardware in coordination with the Technical Designer and Production Manager, ensuring all logistics and install crews are arranged, as well as interfacing with the client throughout the process. 

 DUTIES AND RESPONSIBILITIES

• Works with clients, other Project Managers, Director of Production and company principles to create accurate estimates for their projects
• Reads through drawings, napkin sketches and descriptions to come up with questions
• works through construction method ideas with the Technical Designer and Production Manager as needed to get help get accurate time and cost estimates for materials and labor projections
• works with Production Manager to make sure we have the labor resources available to do project
• Creates production schedules to ensure project deadlines are met with both client and shop deliverables in mind

• Leads project kick off meetings both with clients as well as internally
• Creates Job outline in project management software, maintains and updates the information for the job as information is made available and changes, flagging any changes or issues for the project or from the client
• Primary contact with the client for all aspects of the project ranging from estimation, progress reports to installation and maintenance while building the relationship with an eye towards growing the account
• Works with the Technical Designer to communicate build concepts from the estimation process and works with them to keep the design on budget
• Reviews drawings before they are handed over to the Production Manager to ensure client vision is maintained
• Collaborate with both the Technical Designer and Production Manager to establish timelines and major milestones for projects
• Checks in on reports from project management software to determine if projects are on, ahead or behind schedule to help manage expectations to the client as well as MTG staff and principles
• tracking of all materials and labor budgets throughout the course of the project to ensure projects stay on budget and help identify where changes need to be made
• Schedules meetings as necessary for projects both internally and externally
• Maintains shipping and receiving schedules. Works with clients to make sure any client receivables are noted for delivery dates, logged upon receiving and clients are notified of arrivals. Schedules trucking to deliver projects to sites and returns
• Works with floor staff to inspect pieces and sign off on projects
• Works with labor booking team to get crew booked for installations and strikes
• Leads and runs onsite installation and strike crews for projects. Works with the labor booking team to book additional leads as necessary. 
• Helps to develop new systems and practices to help as we grow. 

Project Closing

• Reconciliation of labor and material purchases at the end of projects to provide feedback for future project’s budgeting and estimations.
• Archive any floor drawings and modifications to the project
• Schedule a post mortem meeting for  projects

Account Management

• Develop and nurture long-term client relationships to foster loyalty and repeat business
• Identify and actively pursue new business opportunities and accounts to expand our market presence.
• Utilize our CRM to develop and execute strategies for expanding client accounts

What we want from people in terms of skills/personalities:

Mind the gap is looking for someone who is a proactive problem solver. The ideal candidate possesses strong communication and interpersonal skills with the ability to both manage client expectations and help motivate a team effectively. They should be highly organized, detail oriented and be adaptive in a fast paced and ever changing environment. They should be calm under pressure, ensuring that projects stay on track and are delivered on time and within budget.

• Highly organized and detail-oriented with excellent problem-solving skills
• Eagerness to learn, improve processes, and take ownership of outcomes
• Process driven; ability to implement and optimize systems
• Ability to meet deadlines in a fast-paced environment and manage multiple deliverables/workstreams and delegating to appropriate resources
• Ability to act and operate independently with minimal daily direction, while also possessing a talent for team collaboration
• Good judgment and resourcefulness with the ability to make timely and sound decisions
• Excellent written and verbal communication skills
• (3 - 5 years experience working in live entertainment either on production, onsite, in a shop or other similar experience
• Proficient in Google Workspace and Google Sheets, with experience in creating and managing complex spreadsheets; skilled in using Google Workspace (Docs, Sheets, Slides, Drive, etc.) for collaborative projects and efficient workflow management.
• Excellent communication, interpersonal skills and professionalism
• Proven ability to efficiently manage multiple complex projects, prioritizing tasks, adapting to shifting demands, and ensuring progress with initiative, resourcefulness, and problem-solving expertise
• Thrives in a collaborative environment, contributing proactively to team efforts while maintaining independence and accountability.

MORE ABOUT MIND THE GAP, INC.

Mind the Gap Inc. (MTG), produces scenery for brand activations, experiential marketing, theatre, fashion, and more in the New York City area as well as across the United States. With over 500 projects since 2012, MTG prides itself on being one of the area’s go-to fabrication companies for projects massive and minimal. 

MTG is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sexual orientation, gender identity, nationality, ethnicity, disability, protected veteran status, or any other characteristic protected by law. MTG is dedicated to fostering an equitable and inclusive workplace. MTG makes hiring decisions based solely on qualifications, merit, and business needs at the time. If you have any questions or need assistance completing the application, please email us at the contact address found in the footer of this page.