Project Manager, Event Operations at Acosta Group · Toronto

Project Planning & Scope Management

• Support full lifecycle project delivery across a portfolio of experiential and event programs.
• Translate client objectives into clear scopes, timelines, budgets, and resourcing plans.
• Ensure alignment between client expectations, internal capabilities, and financial parameters.
• Partner with internal stakeholders to execute creative and production concepts within approved scope and timeline.

Client & Stakeholder Communication

• Serve as a primary point of contact for day-to-day project communication.
• Lead and document project meetings including kickoffs, status updates, financial reviews, and post-event recaps.
• Provide consistent, proactive updates on milestones, risks, and scope changes.

Risk Management & Problem Solving

• Anticipate potential risks, scope changes, and operational challenges.
• Collaborate with internal teams and clients to identify solutions that protect timelines, budgets, and deliverables.
• Escalate issues appropriately with recommended mitigation strategies.

Vendor & Financial Operations

• Execute vendor processes using Oracle Fusion, including: 
  • Serving as Purchase Order Requisitioner
  • Partnering with Buyers to onboard vendors per client and internal requirements
  • Tracking vendor invoices and payment status
• Liaise with Legal, Procurement, Accounts Payable, and CST to ensure timely and accurate vendor payment.
• Maintain accurate documentation of all project-related expenditures.

Compliance & Systems Management

• Ensure adherence to: 
  • Client MSA financial and legal requirements
  • Salesforce project compliance
  • Concur travel and expense approvals
  • Internal P-Card and expense coding standards

Budget & Profitability Support

• Support CST in project budget development, partnering with Production and Creative.
• Track spend-to-date and forecasts using standard Mosaic templates.
• Monitor project variances and provide insights and recommendations.
• Utilize historical project data to support forecasting and planning.

Quality Assurance & Delivery Excellence

• Ensure project execution meets or exceeds client standards and brand expectations.
• Conduct quality checks throughout planning and execution phases.
• Support onsite execution as required to ensure seamless delivery.

Post-Event Wrap & Continuous Improvement

• Lead post-event documentation, financial reconciliation, and client feedback collection.
• Identify opportunities for process improvements and best-practice sharing.
• Contribute to the evolution of project management tools, templates, and ways of working.

General Responsibilities

• Collaborate cross-functionally within the organization.
• Support departmental initiatives led by the Director of Project Management.
• Contribute positively to agency culture, values, and growth.
• Perform additional duties as assigned.

Required

• Bachelor’s degree in Event Management, Marketing, Business, or a related field.
• 3–5 years of project management experience within live events, experiential marketing, retail activations, or agency environments.
• Demonstrated experience managing multiple projects simultaneously.
• Strong organizational, communication, and stakeholder management skills.
• Comfort working flexible hours, including evenings and weekends, as required by live event schedules.

Preferred

• Experience supporting mid-to-large budget projects ( <$100k – $MM+).
• Familiarity with project financial tracking, forecasting, and vendor management.

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