Production Manager [Temporary]

Overview:

Synapse Virtual Production is seeking an experienced Production Manager to support our upcoming Atlanta studio. In this pivotal role, you will manage the various aspects of integration for our upcoming studio build, ensuring the project is completed on time and within budget. The Production Manager will oversee budgeting, scheduling, crew hiring, and logistics, acting as the main point of contact for various departments and vendors.

Synapse is a leader in creative technology and virtual production, combining consultancy, service, and innovation at the core of everything we do. As the Production Manager, you will engage confidently with clients, guide our partners, and efficiently tackle both small and large operational and logistical challenges. Your contributions will be key in ensuring that projects are executed seamlessly from start to finish.

Key Responsibilities

Project Management

• 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.
• Maintain 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.
• Coordinate all stage drive-ons and work with studio security to ensure proper clearances are issued.

Performance & Results:

• Deliver projects on schedule by providing timely status updates to Producers and the Head of Production to support informed decision-making.
• Maintain 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.
• Document key meetings and distribute clear, actionable notes and next steps to relevant stakeholders.
• Facilitate effective communication and coordination across clients, vendors, contractors, and internal teams.
• Maintain 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.