Project Manager (12 Month Fixed-Term Contract)

Whitespace Group is looking for an organised and commercially minded Project Manager to join our XPO team on a 12-month fixed-term contract. This role is primarily responsible for managing organiser projects, feature areas and exhibition deliveries from concept through to completion. Alongside project delivery, you'll provide support to our Customer Experience team during busy periods, ensuring exhibitors receive an exceptional level of service.

Working closely with Design, Graphics, Production, Warehouse and Installation teams, you'll play a key role in ensuring projects are delivered on time, within budget and to the highest standards.

Role Overview

As Project Manager, your primary responsibility is delivering multiple exhibition and event projects simultaneously. You’ll manage organiser requirements, coordinate internal teams, oversee project budgets and support onsite delivery to ensure every project runs smoothly. During peak periods, you’ll also assist the Customer Experience team with exhibitor communications and order management, helping maintain the high standards of service our clients expect. This is a fast-paced role requiring excellent organisation, communication and problem-solving skills.

Key Responsibilities

• Manage organiser projects from initial briefing through to final delivery.
• Plan and coordinate multiple exhibition projects simultaneously.
• Produce project timelines and monitor critical deadlines.
• Coordinate Design, Graphics, Production, Warehouse and Installation teams.
• Create project briefs, job packs and production documentation.
• Raise Purchase Orders and monitor project expenditure.
• Manage project budgets and support accurate revenue capture.
• Maintain accurate project information within FileMaker.
• Attend client meetings and planning calls.
• Provide onsite project management during build and breakdown.
• Complete project reconciliations following each event.

Customer Experience Support

• Support the Customer Experience team during busy periods.
• Assist exhibitors with product and service enquiries.
• Process exhibitor orders for graphics, furniture, flooring and electrics.
• Ensure accurate information maintained throughout each event.
• Resolve customer issues quickly and professionally.
• Help deliver a positive exhibitor journey from booking through to event completion.

Cross-Functional Collaboration

• Build strong relationships across Operations, Design, Graphics and Production.
• Work closely with suppliers and external contractors.
• Communicate project progress and risks to stakeholders.
• Identify opportunities to improve project delivery and customer experience.
• Support continuous improvement initiatives across the department.

Additional Responsibilities

• Support company objectives and departmental improvements.
• Follow company Health & Safety policies and ISO 9001 & ISO 14001 procedures.
• Undertake any reasonable duties required to support the wider business.

Education and Experience

• GCSEs (or equivalent) in English and Maths.
• Project Management qualification desirable but not essential.
• Minimum 2-3 years' experience in exhibitions, events or project management.
• Experience managing multiple projects simultaneously.
• Experience managing budgets and deadlines.
• Strong client relationship management skills.
• Experience working with cross-functional teams.
• Experience using FileMaker or similar project management software is desirable.

Competencies

• Organisation – Plans and manages multiple projects effectively.
• Communication – Builds strong relationships with clients and colleagues.
• Attention to Detail – Produces accurate documentation and manages projects thoroughly.
• Problem Solving – Responds quickly and effectively to changing priorities.
• Commercial Awareness – Understands budgets, margins and project costs.
• Customer Focus – Delivers excellent service throughout every project.
• Adaptability – Comfortable working in a fast-paced events environment.
• Teamwork – Collaborates effectively across departments.

Key Performance Indicators (KPIs)

• Projects delivered on time.
• Projects delivered within budget.
• Customer satisfaction scores.
• Accurate project documentation.
• Revenue capture and project reconciliation completed promptly.
• Positive support provided to the Customer Experience team.
• Successful onsite project delivery.

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 event build periods.
• Safety Focus: Full compliance with Health & Safety policies and site regulations.

At Whitespace Group, we're proud to be 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.