Project Manager

InCast Marketing is an experiential staffing partner that helps agencies and brands deliver events, activations, tours, hospitality programs, and other live experiences. The Project Manager manages assigned client programs from kickoff through closeout, coordinating clients, staffing, operations, accounting, payroll, vendors, and field teams while maintaining timelines, documentation, communication, quality, and financial accuracy.

Responsibilities:

• Manage assigned client programs from kickoff through completion and closeout
• Review project scopes, estimates, schedules, staffing requirements, deliverables, and client expectations
• Build and maintain project timelines, staffing plans, task lists, internal handoffs, and supporting documentation
• Coordinate project requirements across recruiting, operations, accounting, payroll, vendors, and leadership
• Monitor deadlines and ensure assignments, approvals, and deliverables are completed accurately and on time
• Maintain organized and current project information within InCast's operating systems
• Adjust plans quickly and responsibly when client needs, schedules, staffing requirements, or project conditions change
• Recruit, interview, evaluate, and select qualified field staff, team leads, and other project personnel
• Match candidates to assignments based on experience, location, availability, professionalism, and client requirements
• Coordinate scheduling, confirmations, onboarding, training, uniforms, credentials, travel details, and other pre-event requirements
• Maintain accurate staffing rosters and identify coverage gaps before they affect the project
• Develop backup and contingency plans for callouts, attendance concerns, performance issues, or other staffing risks
• Provide field teams with complete, accurate, and timely project information and support them throughout the project
• Serve as a reliable point of contact for assigned clients and internal stakeholders
• Maintain timely, professional, proactive, and accurate communication
• Provide clear project updates, identify decisions that are needed, and confirm next steps
• Follow up consistently and close the loop on open questions, requests, and assignments
• Communicate project changes promptly to everyone affected
• Escalate material concerns early and provide leadership with the information needed to make informed decisions
• Proofread client-facing communication and documentation before it is sent
• Support virtual and onsite training, event launches, live-event execution, travel programs, and onsite management when required
• Confirm field teams understand expectations, schedules, reporting requirements, and escalation procedures
• Monitor attendance, staff performance, client feedback, and changing project needs
• Respond calmly and decisively to callouts, schedule changes, client requests, and onsite challenges
• Ensure material incidents and project changes are appropriately documented
• Protect the client experience while balancing staff needs, approved budgets, and InCast's operational requirements
• Maintain accurate attendance, timekeeping, shift, rate, incidental, receipt, and reimbursement records
• Review project records for completeness before submitting information for payroll or invoicing
• Coordinate with Accounting and Operations to resolve discrepancies quickly
• Confirm additional hours, expenses, staffing changes, and project adjustments are approved and documented
• Help ensure payroll and client invoices are supported by accurate project records
• Participate in project reconciliation and closeout, including documenting final staffing, hours, expenses, changes, and outstanding items
• Identify staffing, attendance, performance, scheduling, budget, communication, and execution risks early
• Take appropriate action within the scope of the role and escalate material issues before they become client surprises
• Exercise sound judgment when immediate direction is unavailable
• Protect confidential Company, client, employee, and field-staff information
• Maintain professionalism when handling difficult conversations, competing priorities, or sensitive matters
• Take responsibility for correcting errors and preventing the same issue from recurring
• Use InCast's project-management, staffing, communication, timekeeping, and financial systems accurately and consistently
• Maintain clear project records so another team member can understand the current status without relying solely on verbal updates
• Follow established workflows, templates, approval processes, and documentation standards
• Identify opportunities to improve efficiency, consistency, automation, and accountability
• Assist with developing and refining standard operating procedures, checklists, templates, and project-management tools
• Help create repeatable processes that allow InCast to grow without sacrificing service quality

Requirements:

• • Previous experience in project management, event staffing, experiential marketing, recruiting, operations, hospitality, live events, or a related field
• • Demonstrated ability to manage multiple projects, deadlines, and stakeholder groups simultaneously
• • Strong written and verbal communication skills, organization, and attention to detail
• • Ability to work independently while remaining collaborative and accountable
• • Confidence making informed decisions and knowing when leadership involvement is required
• • Experience working with project-management, scheduling, staffing, payroll, or database systems
• • Strong working knowledge of email, shared documents, spreadsheets, and remote collaboration tools
• • Ability to learn new systems and processes quickly
• • Availability for occasional travel and nontraditional hours based on client and project needs
• • Proactive rather than reactive
• • Comfortable creating structure in a changing environment
• • Highly responsive without sacrificing accuracy
• • Capable of identifying problems before they become emergencies
• • Calm, professional, and solutions-oriented under pressure
• • Consistent about completing tasks and closing communication loops
• • Protective of the client experience and InCast's reputation
• • Interested in improving systems instead of simply working around problems
• • Motivated by ownership, accountability, teamwork, and continued growth