Production Project Manager

Job Overview

The Production Project Manager oversees the lifecycle of new projects from the initial inquiry stage through discovery, scoping, internal coordination, and pre-production. Acting as the central coordinator within the Gear Seven network—supporting divisions such as Production, ARC Studios, Shift Dynamics, NKS, and ChARM—the PM drives clarity, communication, workflow efficiency, and client preparation to ensure smooth project progression.

Main Responsibilities

• Receive and evaluate inbound project opportunities from Sales and Marketing.
• Facilitate or assist initial discovery discussions alongside Heads of Operations and Executive Producers.
• Gather comprehensive project details including timelines, creative requirements, deliverables, technical needs, and budget context.
• Develop initial quote frameworks and assemble necessary inputs.
• Initiate internal project setup by processing briefs and activating projects.
• Confirm Directors' availability and interest for pitching; obtain Director reel links for presentations.
• Identify suitable Producers for alignment with upcoming projects.
• Ensure budgets accurately account for crew, equipment, studios, specialized gear, travel, and deliverables.
• Manage budget revisions promptly and communicate updates to clients.
• Conduct internal kickoff meetings and prepare essential documentation before starting pre-production.
• Ensure completion and filing of all necessary documents for pre-production commencement.
• Act as the main contact for clients throughout discovery to pre-production, providing checklists, preparation guidance, and reminders.
• Maintain client engagement to foster confidence and clarity regarding project progress.
• Effect smooth project handoff to Production Leads with thorough documentation.
• Support Production and Executive Producers with updates and documentation when necessary.
• After project wrap, ensure Product Accounting has all materials for budget actualization and on-time processing of expenses and invoices.
• Communicate any budget overages for final invoicing accurately.
• Maintain project management and tracking tools such as Asana, HubSpot, Google Calendar, and WRK Automation.
• Identify workflow bottlenecks, propose optimizations, and improve inter-department communication and efficiency.

Candidate Qualifications

• Minimum of 2 years experience in production project management, coordination, or within an agency environment.
• Comprehensive knowledge of production workflows encompassing pre-production, shooting, and post-production phases.
• Bonus: Familiarity with rental services, studio operations, or virtual production workflows.
• Experience in project scoping, budget creation, and quote development.
• Competency in managing timelines, communications across multiple stakeholders, and logistical planning.
• Flexibility to assume roles such as Producer or Post Production Supervisor when necessary.
• Highly organized with strong attention to detail.
• Ability to remain composed under pressure.
• Strong proactive communication skills.
• Excellent accountability and task follow-up.
• Proficient in note-taking and written communication.
• Problem solver seeking mutually beneficial resolutions and escalating issues promptly.
• Comfortable coordinating multiple departments simultaneously.
• Passion for creative ideas and innovation, with a practical approach to execution.