Project Manager (12 Month Fixed-Term Contract) in London

Whitespace Group is looking for an experienced Project Manager to join our Project Management team on a 12-month fixed-term contract. You’ll manage exhibition projects from initial handover through to onsite delivery, working with clients, designers, production teams and suppliers to ensure every project is delivered on time, within budget and to an exceptional standard. This is an ideal opportunity for someone who enjoys taking ownership of complex projects and thrives in a fast-paced, collaborative environment.

About Us

Whitespace Group is an award-winning exhibition design and production company delivering exceptional custom and modular exhibition stands across the UK and internationally. From creative concept through to installation, we work with some of the world’s leading brands to create exhibition experiences that make an impact. Every project is different, giving our team the opportunity to solve challenges, build strong client relationships and deliver outstanding results.

Role Overview

As Project Manager, you’ll take ownership of multiple client projects from sales handover through to final delivery. Working alongside our Design, Production, Graphics and Installation teams, you’ll coordinate every stage of the project, ensuring quality, commercial performance and an excellent client experience throughout. You’ll also support the wider Project Management team by sharing knowledge, improving processes and assisting with estimating during busy periods.

Key Responsibilities

• Project Management
  • Manage multiple exhibition projects from handover through to completion.
  • Develop and manage project timelines, ensuring deadlines are achieved.
  • Coordinate internal departments including Design, Graphics, Production and Installation.
  • Select and manage external suppliers and stand build partners.
  • Produce project costings and manage project budgets.
  • Negotiate supplier pricing while maintaining agreed margins.
  • Prepare project documentation including transport, insurance and Health & Safety requirements.
  • Manage digital and AV requirements alongside specialist suppliers.
  • Oversee graphics, technical drawings and production quality.
  • Attend client meetings and present project updates where required.
  • Provide onsite project management during build and breakdown.
  • Maintain accurate project information within FileMaker and Microsoft To Do.
• Client Management
  • Build and maintain strong relationships with key clients.
  • Act as the primary point of contact throughout project delivery.
  • Manage client stock inventories across multiple locations.
  • Hold regular project meetings and weekly client calls.
  • Respond proactively to client event schedules and changing requirements.
  • Work closely with Finance to ensure timely invoicing and project reconciliation.
• Estimating & Commercial Support
  • Support the Estimating team during busy periods.
  • Produce estimates and quotations for the Sales team.
  • Work with Design to ensure projects remain commercially viable.
  • Monitor supplier pricing and maintain accurate cost data within FileMaker.
  • Review margins and identify opportunities to improve profitability.
  • Support accurate project handovers from Sales to Project Management.
• Team Collaboration
  • Support continuous improvement of project management processes.
  • Share knowledge and best practice across the team.
  • Assist with onboarding and supporting new Project Managers where required.
  • Work collaboratively across all departments to ensure successful project delivery.

Education and Experience

• Degree in Event Management, Business or a related discipline is desirable but not essential.
• Minimum three years’ experience in exhibitions, live events or project management.
• Proven experience delivering multiple complex projects simultaneously.
• Experience managing project budgets and supplier relationships.
• Strong commercial awareness.
• Experience working within the exhibition or design and build industry is highly desirable.

Competencies

• Organisation – Plans and manages multiple projects efficiently.
• Commercial Awareness – Understands budgets, margins and project profitability.
• Client Focus – Builds trusted relationships and delivers excellent service.
• Communication – Confident communicating with clients, suppliers and colleagues.
• Problem Solving – Makes informed decisions under pressure.
• Attention to Detail – Deliver projects accurately and to a high standard.
• Adaptability – Comfortable working in a fast-moving environment.
• Teamwork – Supports colleagues and contributes to continuous improvement.

Key Performance Indicators (KPIs)

• Projects delivered on time.
• Projects delivered within budget.
• Client satisfaction.
• Gross margin achieved.
• Accuracy of project documentation.
• Successful onsite delivery.
• Supplier performance.
• Effective collaboration across departments.

Working Conditions

• Hours: Monday to Friday, 09:00-17:30, based in SW19 2QA.
• Travel: Regular travel to exhibition venues and client meetings.
• Environment: Fast-paced office and onsite exhibition environment.
• Flexibility: Occasional evening and weekend work during busy exhibition periods.
• Safety Focus: Full compliance with Health & Safety policies and site regulations.

At Whitespace Group, we’re proud to be a 2025 Circle Back Employer, a London Living Wage Employer and winner of Best Employer at the Merton Business Awards. We welcome applications from people of all backgrounds and are committed to creating an inclusive workplace where everyone can do their best work.