Head of Project Management

Head of Project Management

Head of Project Management

3 days in the office, Middlesex – Flex/Hybrid.

Leadership is an action, not a position nor a title!

Our client is a very well established and regarded independent communications and event agency that provides exhibitions, live events, branded experiences, and environments, launches, sponsorship and world expos across the globe.

Purpose – Head of Exhibition Build Project Management.

You will be responsible for the Project Management Team, delivering events and projects to a varied client base in an efficient and profitable, whilst maintaining a high level of customer service.

This role requires proven experience of project delivery with budgets of up to £3million and people management experience. Proven communication skills are key in this role, you will work alongside logistics, Technical Director, Creative Directors, Account Director, and the digital department. There will be an expectation to the growth of this department and advise other project managers. The department will manage 80% exhibitions and 20% live events.

Experience

•       Minimum of five years in an equivalent Exhibition Build Project Manager role within a similar sized & quality organisation.

•       Proven people management experience

•       Experience of working in the USA and preferably the Middle East also

•       Needs to have proven capabilities with examples of delivered projects internationally.

•       Familiarity with the Conference & Events industry and typical events: summits, conferences, roadshows

•       Expert knowledge of and proven experience in the large-scale events arena

•       Specific experience in Exhibition builds and management

•       Core project management skills across a wide set of competencies

•       Team player

•       Proven capability to lead £multi-million projects.

•       Team leadership skills

•       Ability to act as an escalation point for clients.

•       Client meetings and management

Qualifications & Skills

•       Understanding and management of global logistics (via freight agent)

•       Personable: daily client contacts and integration with departments

•       Works under pressure and out of usual office hours

•       Able to format and report information clearly and constructively

•       Diligent: responsible for own work and honest with status or assessment of this

•       Responsive: adaptable in changing circumstances and able to react to urgent requests

•       Office administration, with support for Project Coordinator

•       Intermediate MS Excel (essential)

•       Multitask - coordinate multiple tasks / projects and prioritise time accordingly

•       Understand global exchanges rates and taxes (with support from accounts dept.)

•       Scheduling: create and manage a real-time schedule with project specific and account activity

Key Responsibilities – Contact reports, and reporting

•       Following all key conversations or meetings, provide a clear and succinct contact report. This can be an email if time is limited

•       Specify actions, deadlines and responsibility for each action

•       Encourage the team to adopt the same practice

Note any key agreements or conversations and request verification from the other party

Key Responsibilities – Design team

•       Interpret the design team’s vision accurately and with sensitivity

•       Source useable materials, applying proper understanding of the intended application

•       Research product and material suppliers

•       Checking and understanding venue restrictions

Key Responsibilities – Budget

•       Ensure a clear and filed paper trail on the server

•       Accurate, researched and calculated information and confidence to report the overall budget scope vs project deliverable

•       Use MS Excel pre-defined templates for all standardised tasks. Seek support if new formats or variations are required

Key Responsibilities – Purchase Order process

•       Ensure all quotations to are aligned to reporting structure to the client

•       Ensure all quotations to are precisely matched to the end deliverable: no notes or amendments so that the PO directly relates to the quotation

•       Raise the PO, or work with the team, to raise the PO and catalogue this on the budget sheet summary and worksheet pages

•       Ensure that suppliers know & accept payment terms before entering into a quotation process

•       Conduct changes to PO’d requirements in a clear and auditable fashion, resist amendments and ensure a clear paper trail without the need to note amends or variations to PO’s. Consult with AD or Project Coordinator to ensure changes are done without the need to further review or correction in reconciliation

Key Responsibilities – Working with contractors/suppliers

•       Evaluate correct contractors for project

•       Obtain multiple quotations for cross referencing – three normally required

•       Appoint preferred contractor following consultation with team

•       Oversee/monitor and update contractor roles and responsibilities

•       Manage multiple contractors/suppliers to achieve the finished product

Key Responsibilities – Cost control

•       Tender process for key project expenditure. Formatted information into matrix document (template available) for clear and transparent comparison

•       Monitor timesheet records and report progress. Track changes and inform PM’s of potential risk or overruns. Use records to guide the project delivery and management resource and deadline scheduling

•       Use MS Excel pre-defined templates for all standardised tasks. Seek support if new formats or variations are required

Key Responsibilities – Reconciliation

•       Maintain up to date information, work with Project Coordinator to ensure on time payments to suppliers to enable a speedy reconciliation once all supplier invoices are settled

•       Cross check all costs from job statement to budget sheets; note exchange fluctuations; raise project change notices

•       Cross check all reconciliations with accounts and report to AD for onward reporting to the client

•       Advise AD and Project Coordinator of budget status updates through project to enable accurate control of final stage invoicing to client and balance transfers to and from the client’s ‘credit funds’

Key Responsibilities – Delivering onsite

•       Order of all relevant site services

•       Prepare and book all logistical elements of delivery

•       Produce of site schedules to be shared with client and contractors

•       Directly management of contractors, supplies and site service providers

•       Closely and frequently manage build quality control

Handover, and sign-off to client

Key Responsibilities – Leadership

•       Lead by example, to fellow colleagues, agencies and sub-contractors

•       Earn respect of the team and the client by doing things well and with support of the AD and Board Directors

•       Support the production team in their roles, with experience and sharing the workload across the team

•       Support the Board Directors to give them the confidence to focus on their roles

•       Manage your team, with regards to annual appraisals, targets, support and mentoring.

Personal Attributes

•       Intelligent and inquisitive

•       Excellent problem-solving skills

•       Confident, warm, outgoing personality

•       Responsive, proactive and innovative

•       Intuitive, engaging interpersonal skills

•       Accurate, patient and always attentive to detail

•       Open; honest with a strong sense of integrity; credible

•       Comfortable working to deadlines while juggling multiple projects

•       Proficient in managing expectations and delivering under pressure

•       Good business sense; aware of the competitive business environment in which we work

•       Competent at managing stress: especially in self, expressly in colleagues and, as needed, in client

•       Able to develop and maintain dynamic relationships with both internal and external clients

•       Highly organised and consistent; disciplined time manager with the initiative to work on own

•       A team player and a team leader: able to command the support and respect of the team

•       Adopt a professional approach to client deadlines and cost management

•       Sense of humour and a positive mental attitude a must! 

Contact us right away! 

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