Production Manager [Freelance]

Key Responsibilities

• Partner with the Producer to track project schedules, including key milestones for procurement, inventory, installation, delivery, and related project phases.
• Collaborate with the Project Manager to ensure procurement and inventory processes run smoothly at the studio.
• SOURCE freelance production team availability and track labor days for freelance crew members.
• Lead production kickoff meetings with team members to define roles, responsibilities, deliverables, and deadlines.
• Facilitate client-facing calls and meetings between the client and Synapse team.
• Coordinate with vendors to collect updates on delivery timelines, project status, and key deliverables.

Bidding, Budgeting & Cost Tracking

• Manage vendor payments and invoicing, ensuring consistent file formatting and overseeing timecard entry and approval processes in Wrapbook and other entertainment payroll systems.
• PARTNER with the Producer and Project Manager on bidding efforts, including project research, equipment sourcing, and crew holds.
• ORGANIZE and maintain Google Drive project files, including invoices, quotes, W-9s, and supporting documentation.
• OVERSEE financial record accuracy in Actual (budget tracking software), including expense tracking and purchase order entries.
• PARTNER with Accounting and the Producer to manage project budgets and maintain the vendor database.

Production

• SERVE as a central communication hub across departments, providing timely project updates through Slack and other internal channels.
• MANTAIN an up-to-date roster of preferred local crew, freelancers, and production contacts.
• PARTNER with the Producer to complete intake forms for tech scouts and production kickoffs.
• MANAGE the studio team time-off calendar and source backfill support as needed for stage and production operations & initiatives.
• CORPORATE with studio security to ensure proper clearances are issued for stage drive-ons.

Performance & Results

• DELIVER projects on schedule by providing timely status updates to Producers and the Head of Production to support informed decision-making.
• MANTAIN accurate and up-to-date project schedules, milestones, and resource plans throughout the project lifecycle.
• RESPOND to project requests and provide status updates by the end of the business day whenever possible.
• DISTRIBUTE clear, actionable notes and next steps to relevant stakeholders after key meetings.
• FACILITATE effective communication and coordination across clients, vendors, contractors, and internal teams.
• MANTAIN organized project documentation, assets, and records, ensuring information is easily accessible and current.
• IDENTIFY opportunities to improve operational efficiency and implement process enhancements where appropriate.
• ENSURE accurate coding and reconciliation of company credit card transactions within three business days of receiving expense logs.