Project Manager

2025 (and beyond) is an exciting time for Rapiergroup. With new clients coming on board, and existing clients signing on once more, we have opportunities for those who want to bring their experience and personality to an incredible team. Personable? Dedicated? A Good Egg? If so, we would love to hear from you. You will join an established, friendly, and supportive team and be responsible for the planning, delivery, and management of single and multiple client projects and work with fantastic clients. For the right person, we would consider fully-remote applications. If you are ready to take the next step in your career and have experience managing exhibitions projects, please do get in touch; it is a great time to talk!

Responsibilities

• Project Ownership
  • Accept ownership and responsibility of any assigned project.
  • Maintain oversight of all aspects of the project delivery including resourcing.
  • Provide support and guidance to all Team members.
  • Arrange regular Team meetings to ensure good project/department communication.
  • Ensure our documented Proven process is followed in line with any Company policies.
  • Ensure projects are delivered on time, within budget and to an agreed timeline and specifications.
  • Ensure proactive weekly reporting with any assigned Account Management resource to an agreed format inclusive of an explanation of current solutions in place for any issues and escalation of potential serious issues ahead of time.
• Client Management
  • Ensure any client request as a minimum is registered within 24 hours.
  • Maintain regular client contact and ensure frequent and accurate reporting to allow a client to make informed decisions.
  • Maintain professional meeting standards inclusive of Agendas and Meeting reports.
  • Ensure every Rapiergroup promise is followed through as expected.
  • Attempt to maintain a sociable relationship with clients.
• Project Management
  • Ensure the proper project set-up and upkeep at all times.
  • Ensure the high quality of any client-facing documentation.
  • Ensure the use of ‘On Brand’ company templates, filing and version control.
  • Ensure client-facing documents are proofed to an appropriate level.
  • Understand Rapiergroup’s GDPR policy, requirements and implementation.
  • Understand Rapiergroup’s ISO policies, requirements and implementation.
  • Understand Rapiergroup’s Health and Safety policy, requirements and implementation.
  • Ensure early Health and Safety planning in terms of design inputs.
  • Proactively liaise with all internal teams to achieve the most effective and efficient planning.
  • Strive for an efficient, accurate and inclusive creative briefing and review process.
  • Commit to a detailed and well thought through Project plan on every project.
  • Drive a fully inclusive Project Kick-off meeting with all essential discipline experts.
  • Commit early and cost-competitive team logistics.
  • Understand Rapiergroup’s purchasing policy and actively gain guidance from the Head of Production.
  • Create, review and sign off any Event Safety Plan with the Head of Production.
  • Ensure every team member is pre-briefed and clear on their onsite roles and responsibilities.
  • Oversee the onsite delivery in line with any pre-event plans.
  • Inventory and document any client property which we take charge of.
• Supplier Management
  • Ensure all supplier contracts are in the best client and Rapiergroup interests and proactively challenge and negotiate with contractors to produce savings.
  • Consult the Head of Production on every project to agree the purchasing strategy.
  • Use Key suppliers above others whenever possible to mitigate against risk.
  • If appropriate, conduct a full and robust RFP process with selection based on a committee decision.
  • Always raise Purchase Orders and gain approval to contract suppliers.
  • Consider favourable Payment terms.
  • Nominate any potential future Key supplier.
• Finance
  • Ensure regular and accurate upkeep of your assigned projects in Procim.
  • Create a full and detailed budget to form the opening from the Scope of work for any assigned project.
  • Ensure regular and detailed Change management process inclusive of client reporting.
  • Create a ‘cash positive’ billing schedule.
  • Undertake regular Project time audits and act accordingly on findings.
  • Ensure timely invoicing in accordance with your ‘billing schedule’.
  • Conduct a full, detailed and accurate reconciliation of every project.
• Closure
  • Ensure a professional closure of any project inclusive of but not limited to:
  • Non-conformity reporting.
  • Internal/external debrief and distribution.
  • Thank you letters.
  • Client and supplier surveys.
  • Documentation and archiving.
  • Distribution to any interested parties.

Skills required

• Commercial awareness.
• Open-mindedness and fairness.
• Project management skills.
• Budget management skills.
• Negotiation skills.
• Presentation skills.
• Attention to detail.
• Excellent communication skills.
• Computer literacy including Excel, Word and PowerPoint.

Competencies required

• Communication: To communicate clearly with clients, co-workers and contractors.
• Planning & Organisation: To always keep deadlines and budgets in mind.
• People Management: To work easily with other parts of the business when working on a shared project.
• Team working: Work seamlessly with co-workers.
• Customer & Quality Focused: Working to continuously improve products, services and work processes to exceed customer expectations, whilst building relationships with colleagues, clients and suppliers.
• Profitability: Forecasting and contributing to and enhancing Company profitability by thinking about actions in line with budgets and financial targets.
• Personal Growth: Taking full responsibility to develop your own operational experience and be considered competent in area of expertise. You’ll also be flexible, committed and show integrity.

Culture and values

We would like to talk to people that can work well both individually and as part of a wider team, that have no problem transforming briefs into ideas and solutions. Good organisational and communication skills are essential, as the roles rely on strong teamwork and will offer opportunities for direct contact with clients. At Rapiergroup, we strive to offer the best management, support and training to meet individual needs. We believe that everyone who works here should love what they do, putting their heart and soul into their work. We know that the right individual will thrive with us and can look forward to an exciting and varied career with great opportunities for progression. We offer a competitive package, believe in a good work-life balance, and offer flexible working in a fun and happy environment. We all share a great sense of humour and look forward to welcoming more like-minded individuals to our team. You’ll need to live and breathe our core values to be a great fit:

• Do the right thing: We do what we say we are going to do and what is expected of us in our roles. We know in our hearts the right thing to do, whatever the situation, and we do it without being asked.
• Open-minded: We welcome each other’s ideas and embrace change.
• Team player: We help each other and have each other’s backs. We act as a team and do not leave anyone behind.
• Humbly Confident: We act for the greater good of the company, so everything we say and do is for that purpose and no other. We are no nonsense, straight talking, no fuss, no ego.
• Positive: We approach our days with ‘can do’ attitudes and do our utmost to bring our best self to work every day.