Project Manager

Description

Position Summary

The Project Manager is responsible for delivering projects from award through installation while protecting scope, schedule, budget, margin, and client satisfaction. This role serves as the operational owner of each project and acts as the primary link between clients, design, engineering, procurement, fabrication, and installation teams.

The Project Manager establishes project plans, coordinates resources, manages risk, drives decision-making, and ensures information flows accurately throughout the organization. Success in this role requires balancing client expectations with fabrication realities while maintaining clear communication, disciplined change management, and predictable project execution.

The Project Manager owns project outcomes and is accountable for ensuring projects are delivered safely, profitably, and in alignment with Heartland Scenic Studio quality standards.

Essential Functions

The specific breakdown of time spent on different tasks will vary based on the workload and the priorities of the clients. The following is an estimated breakdown of duties and time spent on each.

Project Planning & Execution – 35%

• Lead projects from contract award through final installation and closeout.
• Develop and maintain project schedules that align client expectations with fabrication realities.
• Coordinate project activities across design, engineering, procurement, fabrication, and installation teams.
• Monitor project milestones and proactively address schedule risks.
• Conduct project handoff meetings and establish clear project execution plans.
• Ensure project documentation remains organized, current, and accessible.

Client Communication & Relationship Management – 20%

• Serve as primary point of contact for assigned clients.
• Facilitate project meetings, progress reviews, and status updates.
• Manage client expectations regarding scope, schedule, budget, and deliverables.
• Obtain required approvals and document client decisions.
• Build trusted client relationships that support repeat business and long-term partnerships.

Scope, Budget & Change Management – 20%

• Manage project budgets, labor plans, and profitability targets.
• Monitor labor burn rates and project financial performance.
• Review project costs and identify emerging financial risks.
• Manage change orders and scope modifications.
• Ensure all scope changes are documented, reviewed, priced, and approved before implementation whenever possible.
• Protect projects from scope creep and unplanned cost exposure.

Production Coordination & Information Management – 15%

• Release projects to fabrication when required information is complete and approved.
• Ensure fabrication teams receive accurate drawings, specifications, revisions, and supporting documentation.
• Respond promptly to requests for information from production teams.
• Facilitate resolution of design, engineering, procurement, and fabrication issues.
• Coordinate decision-making when project tradeoffs are required.
• Support stop-work decisions when information, approvals, or safety requirements are incomplete.

Risk Management & Continuous Improvement – 10%

• Identify project risks and develop mitigation plans.
• Escalate issues that threaten schedule, budget, scope, quality, or safety.
• Participate in project reviews and lessons learned discussions.
• Support continuous improvement initiatives that improve project delivery and profitability.
• Contribute to development of project management standards, tools, and best practices.

Key Accountabilities

• Project Delivery Success
• Scope & Change Control
• Schedule Performance
• Budget & Margin Protection
• Client Communication
• Information Quality
• Cross-Functional Coordination
• Risk Management & Escalation

Core Competencies

• Project Planning & Execution
• Client Relationship Management
• Budget & Financial Management
• Change Management
• Communication & Influence
• Problem Solving & Decision Making
• Collaboration & Team Leadership
• Time Management & Prioritization
• Risk Assessment & Mitigation
• Process Discipline & Documentation

Performance Measures

Success in this role is measured by:

• Achievement of project schedule commitments.
• Achievement of project margin and profitability targets.
• Effective management of project scope and change orders.
• Client satisfaction and relationship quality.
• Accuracy and completeness of project information provided to production teams.
• Effective collaboration across departments.
• Adherence to safety, compliance, and operational standards.
• Demonstrated alignment with company values: Collaborative, Creative, Passionate, Innovative, and Curious.

EOS Data

Accountabilities

• Maintain project schedules and priorities.
• Protect project budgets, margins, and scope.
• Identify risks, solve problems, and drive project execution.
• Provide clear communication and accurate project information.

Metrics

Projects On Schedule (%) - Percentage of active projects meeting committed milestones.

Gross Margin vs. Estimate (%) - Actual project margin compared to estimated margin.

Labor Burn vs. Budget (%) - Actual labor hours compared to budgeted hours.

Requirements

Minimum Required Education and Experience

• Bachelor’s degree in Project Management, Construction Management, Business, Engineering, Architecture, or related field; or equivalent experience.
• Three or more years of project management experience in fabrication, construction, manufacturing, themed entertainment, exhibits, or related industries.
• Experience managing project schedules, budgets, and client relationships.
• Demonstrated ability to coordinate multiple stakeholders and competing priorities.
• Strong written, verbal, and organizational communication skills.
• Proficiency with Microsoft Office and project management software.

Preferred Education and Experience

• Experience in scenic fabrication, museum exhibits, themed environments, architectural millwork, specialty construction, or custom fabrication.
• Experience managing fabrication and installation projects.
• Familiarity with CAD drawings, fabrication processes, and production workflows.
• Experience with project scheduling or resource planning systems.
• PMP certification or equivalent project management training.