Associate Project Manager

Reports To:

Director of Client Services


W-2 Employee


Full Time/Non-Exempt Position

The Associate Project Manager (APM) is responsible for assisting and supporting the Project Managers (PM) and their missions through all phases of the life cycle including initiation, planning, execution, performance/monitoring and project closure. As the APM, you will provide administrative and field support as needed per the PM’s needs.

Along with the PM, the APM will work hand-in-hand with all departments to evolve execution methods that support our growth and continue to elevate the expression for the clients we represent. Bombshell’s projects cover a wide variety of physical experiential activations including:


  • Experiential live events
  • Marketing activations and product launches, including luxury brands
  • Corporate
  • Tradeshow
  • Theatre
  • Museum exhibits


Job Responsibilities:

• Manage

• Maintain assigned missions in shared cloud-based programs and update missions as information is received, ensuring all necessary information is complete and correct, organized, and accessible.

• Upon approval of mission, help to create a production timeline, distributing timelines to all key personnel and provide updates in Production Meetings as directed.

• Work with PM in setting up project files and coordinating the flow of information (e.g. specifications, plans, logistics, change orders, etc.).

• Update PM and Production Staff as vendors and purchases orders occur, as well as monitor and update original requests and change orders.

• Research vendors for projects, confirm orders, review contracts, finalize timeline for vendors, etc.

• Working with the PM, confirm all photos are being taken and filed from start of mission to conclusion, ensuring clients have access to curated production photos as necessary.

• Communicate via email and verbally with supporting departments to request and coordinate items required to complete for each mission, as well as follow up and confirm through the completion of the mission.

• Assist PMs with the creation of proposals/invoices and other correspondence and remind PMs to follow up on correspondence.

• Confirm with accounting department that invoice(s) have been sent to client.

• Help source and purchase approved items and/or order equipment for missions per the PM’s directive and Designer specs.

• Maintain and update Mission Admin Document and Sourcing Document with all vendors and any purchases, making changes as necessary to maintain current and accurate information.

• Schedule and track delivery of materials/supplies and equipment ensuring expected on-time delivery to shop and/or project sites.

• Request and maintain COI’s from vendors as required.

• Attend regular meetings with the PM and others to discuss project status, subcontractors, purchase orders, open items, and other job-related tasks.

• Prepare load in/load out information for crew regarding location and travel plans (as applicable).

• Work with venues to ensure all crew names, truck details, load in/out times, and other information is supplied to the venue as necessary, while confirming use of elevators, parking, etc.

• Address and resolve issues related to the project in a timely manner and proactively seek input from others in the organization.

• Confirm all vendors have been paid. Ensure all receipts have been submitted to the accounting department.

• On-site support of PM to include crew direction, client interaction, and supervising set up/strike as needed.

• Assist PM in preparing postmortem documents, including issuing post mortem forms to crew members and ensuring they have been completed.

• If shipping or storing items, follow up with client and production staff regarding timeline and shipping details.

• Prepare closeout documents (post mortem, etc.), subcontractor payments, supplier warranties, operation and maintenance manuals, as-built drawings, and other items specific to the client.

• Confirm all documents and payments have been finalized and advise the operations department to close out all files electronically.

• APM will work on many missions concurrently.


What We’re Looking For:

• Minimum 2 years of experience in live theatre, events or touring.

• Upholds and conducts business with high level of integrity.

• Has the ability to work calmly under pressure.

• Flexible approach to meeting deadlines, effectively managing his/her own resources and timetable to achieve maximum efficiency.

• Complex problem-solving skills, with the ability to coordinate tasks, information and timelines with internal and external resources.

• Excellent interpersonal, verbal and written communication skills.

• Able to work both as part of a team and independently.

• Able to interact with clients on all levels.

• Able to read, understand, follow, and enforce office procedures.

• Experience with events, brand activations, and experiential marketing.

• Experience with furniture build, interior design, or theatrical construction a plus.

• Skilled computer-user, proficient in Microsoft Office: Outlook, Excel, Word, and PowerPoint.

• Valid driver’s license.

• Travel may be required.

Apply Now!

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