Project Manager

Position title: Project Manager

Job purpose: To manage profitable, prestigious client events, using staff and other resources in their preparation, planning and delivery, globally, exceeding client business objectives and expectations.

Reports to: Account Manager

Key responsibilities

Project management:

  • Ensure all business-critical deadlines are met for each programme
  • Ensure effective usage of in-house project management systems and processes
  • Manage the application of client driven system where applicable
  • Manage all venues and associated logistical arrangements
  • Manage all F&B requirements
  • Manage all associated ad hoc meeting activities where required
  • Oversee the completion of the invitation and attendee management process by Project Executives, including attendee communication, database management and reporting
  • Manage and co-ordinate client requirements with all 3rd party suppliers/internal service providers (DMC, Exhibit Agencies, Med Ed, Print & Design, Production, AV, Air Travel), where required
  • Manage production and design of all on-site meeting materials
  • Produce, manage, and circulate key communications e.g. weekly status reports to all key meeting stakeholders e.g. Client, Exhibit Agency, Med Ed etc
  • Travel on-site to conduct site inspections and undertake planning meetings with all suppliers, when required
  • Travel on-site to manage all meeting requirements and on-site staff
  • Travel on-site as part of an on-site team when required
  • Ensure delivery of all events in accordance with regulatory and client-defined compliance guidelines
  • Deliver first class customer service in line with clients’ objectives

Client liaison and development:

  • Meetings and liaison with clients where applicable to establish, maintain and develop relationships
  • Identify new opportunities and leads for existing and new business development
  • Assist with preparing and presenting event proposals to clients
  • Plan, attend and execute client planning meetings – face to face, WebEx and/or telecons, where required
  • Identify and manage preparation of supportive meeting planning materials for client planning meetings
  • Ensure client is up to date with all aspects of meeting planning arrangements throughout the course of the programme
  • Attend client debrief post event
  • Apply excellent written and verbal communication skills, both yourself and your team

Financial management:

  • Responsible for the preparation and maintenance of budgets, throughout the lifecycle of each event
  • Approve all client invoices prior to despatch
  • Ensure financial tracking of each event and conduct regular ‘health checks’ to ensure positive cash flow
  • Maximise profitability of projects operated – including supplier negotiation and up-selling of additional services to clients
  • Execute effective scope management – to identify and charge clients for out of scope activities
  • Identify, quantify, and report cost avoidance/saving measures
  • Ensure compliance with company and client invoicing processes
  • Submit accurate final reconciliation of events within agreed timelines
  • Maximise revenue generation from allocated/targeted accounts
  • Manage and achieve project profitability
  • Cost efficient time management

Staff development, motivation and management

  • Work with Account Director and Account Manager to organise, plan and prioritise staff and resources to meet objectives and deadlines
  • Assist Account Manager with recruitment of Project Executives and input to their mentoring and development


  • Attendance and contribution at team and company meetings
  • Effective interaction with other departments – e.g. IT, Finance and HR etc.
  • Accurate written and verbal communications
  • Display an understanding of compliance, including ABPI and Pharma guidelines
  • Comply with all company and client policies and procedures, including those relating to health and safety and crisis management
  • Comply with all client and company privacy and security protocols
  • Achieve all client and/or company driven Service Level Agreements (SLAs) for all events
  • Maintain good long-term relationships with hotels, venues, and suppliers to ensure the best value for money for clients
  • Develop and apply a good knowledge of the company’s range of services
  • Provide out of hours cover as required on a rota basis
  • Develop and apply a good understanding of clients’ businesses and products
  • Assist new starters in the role of ‘Buddy’ when required
  • Understand and apply the company’s Vision, Values and Strategy always

Apply now with your CV and salary expectations.

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