Office Meeting

Project & Event Manager

Reference No:

Location:

Salary:

992

London (Flex)

Up to £45,000 per year


"Planning is everything!"

Who for?


An award-winning creative agency specialising in the creative design, planning and delivery of all creative communications such as online broadcasts, conferences, exhibitions, events, brand identity and digital services. Described as one of the most vibrant, caring agencies you could wish to work with.



Purpose 


To lead teams to deliver a range of large-sized projects successfully and contribute to larger projects. To manage the client on a project by project basis. Be able to build strong relationships with clients, while taking full financial and time management responsibility for them.


With 5 plus yrs experience this senior level position responsible for the day to day contact with the client for large-scale or high-level projects. Preparation of event estimate and budget control. Management of overall concept and design development. Preparation of overall schedule and critical path development. On-site management when required. Preparation of all third-party bid information and vendor research, Qualifying all RFQ, process and documentation. Leads a large project team as the point person with line management and resourcing support.



Main duties 


  • Play a leadership role in the planning, design and delivery of client event work, with a focus on ensuring success measures are in place and monitored, whilst ensuring cost efficiency and financial accuracy

  • Work closely with clients to communicate progress against agreed project milestones, with regular updates on spend vs budget. Negotiating budget uplifts where appropriate and necessary

  • Be responsible for small to medium project teams, developing the skills of direct reports

  • Have excellent leadership skills and enlist the aid and support of others in the accomplishment of projects

  • Be able to manage a Project & Event Coordinator/Manager, ensuring that they learn from working on particular projects and to develop them using a supportive and collaborative approach: assign accountabilities; set objectives; establish priorities; monitor and evaluate results

  • Ensure all project management tools remain updated and regularly communicated to the project team to ensure project delivery success (both in terms of event quality and financial compliance with company targets). Tools include: Procim budget, SoW, Project Timeline and Resource Planner

  • Support Group Project & Event Services Director with project resourcing


ISO Responsibility


  • To develop the Company commitments with respect to the company sustainability objectives and targets within the scope of our ISO20121 certification and as set out in the Company Sustainability Proposition.

  • To develop the Company commitments with respect to the company Information Security Management objectives and targets within the scope of our ISO27001 certification and as set out in the Company Information Security Management Proposition.

  • To develop the Company commitments with respect to the company occupational health and safety objectives and targets within the scope of our ISO45001 certification and as set out in the Company Occupational Health and Safety Proposition.


Key Responsibilities & Accountabilities


1. Project accountability

  • know the job process thoroughly and be able to oversee the process

  • agree a client brief and outline budget, be able to make an assessment to the commercial viability

  • present costed proposals for a project, and agree payment terms and conditions

  • check that project reconciliation is completed and accurate

  • review and evaluate internal delivery resources

  • attend client reconciliation meetings and capture data for future improvements

2. Financial accountability

  • manage the entire financial process on medium sized jobs using Procim including; creating complex client estimates, PCNs; payment and billing schedules, client invoicing and project reconciliations

  • provide project time plans based on tasks associated with the project and experience of previous jobs in order to sell time effectively for all departments on large-scale projects; keep tabs on sold time vs actual recorded time with the project team ; be highly proficient at selling time and consistently meets margin targets (their own and their team)

  • forecast revenue and ensure that individual projects meet financial targets

3. Company accountability

  • ensure company documentation is supplied on time eg insurance values, payment schedules, expenses, claims etc

  • hit their time target consistently month on month and help the team to do the same

  • responsible for operational delivery of events and for the incorporation of sustainability initiatives where possible in event-related planning and delivery activities

  • follow company policies, procedures and seek to drive continual improvement in sustainability performance where possible

4. Communication

  • write a creative brief in collaboration with the Creative team

  • have very good presentation skills and be able to present to senior clients confidently

5. Client servicing

  • build and develop client relationships

  • be able to develop persuasive points of view to assist and manage clients’ projects

  • present ideas on larger sized projects

  • have a very good understanding of the client products

6. Product

  • contribute to creative proposals and brainstorms and be proactive in leading small proposals and elements of the larger proposals

  • input to project case studies for large-scale projects

  • adopt a proactive approach in developing concept proposals

  • research new innovations and concepts that could be applicable to clients

  • work with senior team members and Production Directors to maintain and improve quality standards

7. Team management

  • Absence management

  • Timesheet supervision

  • Regular 1-1 meetings

  • Annual and quarterly reviews

  • Line management and coaching


The position would suit: 


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