Remote Project Manager
Position Summary
The Project Administrator supports the full production lifecycle for live events, tradeshows, and experiential projects—from proposal creation through planning, onsite execution, and closeout. This role provides administrative, logistical, and organizational support to all members of the project team, ensuring deadlines are met, documentation is accurate, tasks are tracked, and stakeholders have the information needed to deliver
successful events.
The person in this role must be highly organized, detail-oriented, comfortable managing multiple projects simultaneously, and proficient in Asana, Google Workspace, and Microsoft Office.
Key Responsibilities
1. Proposal & Pre-Production Support
- Assist with compiling proposal content, vendor quotes, pricing sheets, and historical data.
- Format and finalize proposals and deliver client-ready files.
- Track proposal deadlines and maintain the proposal submission log in Asana or Google Sheets.
2. Project Setup & Documentation
- Establish and maintain project folders within Google Workspace following company standards.
- Build and update project tasks and timelines in Asana, ensuring dependencies and responsibilities are assigned.
- Prepare internal kickoff documents including project briefs, contact lists, and preliminary timelines.
- Maintain floor plans, vendor lists, schedules, permits, and production documents with strict version control.
3. Vendor & Client Coordination
- Request vendor bids, confirm availabilities, and maintain updated vendor comparison sheets.
- Prepare purchase orders, work orders, and service requests.
- Track vendor compliance items (insurance, certifications, W-9s) and follow up as needed.
- Support client-facing communication by preparing status updates and gathering missing details.
4. Production Logistics & Internal Support
- Assemble production books, onsite binders, staffing lists, and show-site documentation.
- Track key milestones through Asana and follow up with team members to ensure on-time completion.
- Coordinate with fabrication, warehouse, graphics, and labor teams to ensure all deliverables and print requests are scheduled and completed.
- Prepare shipping labels and work with warehouse/operations to coordinate inbound and outbound freight.
5. Financial Tracking & Closeout
- Collect vendor invoices, receipts, freight bills, labor sheets, and other cost documents.
- Assist project managers in reconciling budgets and preparing job cost reports.
- Assemble closeout packages including final invoices, credits, freight summaries, and project recaps.
- Archive project files in Google Workspace following company archival standards.
Required Skills & Qualifications
- Proficiency in Asana, Google Workspace (Drive, Docs, Sheets, Slides), and Microsoft Office (Word, Excel, Outlook, PowerPoint).
- 2+ years of experience in project coordination, administration, or production support (live events/tradeshows preferred).
- Excellent organizational skills with strong attention to detail and accuracy.
- Ability to manage multiple projects simultaneously in a fast-paced environment.
- Strong written and verbal communication skills.
- Ability to work extended hours during event periods.
- Ability to identify gaps in information and proactively follow up.
Preferred Skills
- Experience working in live event production, tradeshows, fabrication, or creative agency environments.
- Familiarity with Microsoft Project or timeline-based scheduling tools.
- Experience with vendor management and production logistics.
- Basic financial understanding (budgets, POs, invoices, job costing).
Success Metrics
- Project information is consistently organized and current within Asana and Google Workspace.
- Proposals and pre-production materials are delivered on time and professionally formatted.
- No critical deadlines are missed due to lack of follow-up.
- Team members experience improved efficiency and communication due to strong administrative support.
- Closeout packages are completed promptly and accurately.