Freelance Project Manager in Westminster

The Project Manager is primarily responsible for the operational budget management and financial integrity of large-scale, complex live events and studio productions. The role serves as the primary source for project operational budgeting, connecting strategic planning with physical execution. Along with the core focus on project budgeting, the Project Manager must also possess the skills to flex into full project ownership. This means working alongside production disciplines to create budgets and timelines, review deliverables, and work with vendors to ensure that everything is completed to our high standards to make the best show possible. Project Managers sit in the middle of everything to ensure communication happens, deliverables are clearly defined, budgets are on target, and things get done.

Core Responsibilities

• Budget Management & Financial Control

• Budget Oversight: Manage and track the project budgets, ensuring all spending aligns with approved limits.
• Cost Tracking: Lead the day-to-day financial tracking, including vendor invoicing, payment reconciliations, and internal accounting compliance.
• Financial Forecasting: Monitor spend velocity and proactively identify any potential budget risks or overages before they happen.
• Vendor Coordination: Manage the administrative side of external partnerships, from initial quotes and contracts to final delivery and payment.

• Roadmaps & Schedules: Build and maintain detailed workback schedules and milestones for all marketing initiatives, ensuring the team meets every critical deadline.
• Delivery Control: Track the progress of multiple projects simultaneously, identifying bottlenecks and finding ways to keep the team moving forward.
• Post-Project Reporting: Lead post-mortem reviews to analyze how projects were delivered, looking at financial accuracy and timeline efficiency to improve for future events.

• Communication Hub: Serve as the primary operational link between Marketing and other departments such as Production, Broadcast, Legal, Finance and more.
• Resource Alignment: Ensure the marketing team has the information and assets they need from other departments to hit their targets.
• System Management: Maintain and update our project management tools (e.g., Monday.com, JIRA, Google Spaces) to provide real-time status updates to the wider organization.

• On-the-Ground Coordination: Provide real-time support during large-scale event productions in KSA.
• Triage & Troubleshooting: Act as the main point of contact for operational issues during live shows, managing adjustments to the plan in a high-pressure environment.

Qualifications

• Experience: 5+ years of project management experience, specifically within large-scale events, marketing operations, or studio productions.
• Financial Skillset: Proven experience managing and tracking high-value project budgets (multi-million dollar scope) with a strong attention to detail.
• Operational Mindset: You are a natural problem solver who enjoys organizing complex tasks and keeping teams on track.
• Software Proficiency: Expert knowledge of project management platforms like Monday.com, JIRA, Slack, Google environment, and strong skills in Excel for budget tracking.
• Communication: Ability to translate complex production needs into clear tasks for the marketing team and communicate project status effectively to leadership.
• Adaptability: Comfortable working in a fast-paced, "live event" environment where timelines are non-negotiable.
• Language: REQUIRED to have fluency in Japanese AND English.

Pluses

• A passion for gaming, esports culture, and digital entertainment.
• Experience working on international projects and a willingness to travel for event delivery.