Project Manager with fluent Italian
Bucks

£28-30K + bens
 

Overall Purpose

To manage and be accountable for assigned Client projects ensuring delivery within costs and timeframes to appropriate standards of quality.  Project Managers should have a good knowledge of the scope of Meetings and Events and product offerings.

The role is project-based; tactical by delivery; strategic in supporting, developing and delivering to best practice; delivery capabilities have major impact on projects effectiveness and success.

Principal Accountabilities

Project Execution/Operations

• Facilitate, co-ordinate and/or create high quality project documentation in line with company process and procedures, for allocated sold projects

• Create and implement Statements of Work (SoWs) – including demonstration of clear understanding of Client’s requirements, accurately agree the specifics of deliverables, services to be provided, costs and resource parameters

• Create and implement Project Plans – including timelines, resource plans, quality plans, roles-and-responsibilities and risk plans

• Prepare and distribute Contact Reports on projects after every client meeting and major internal meetings, regularly involving Client Services owner and Management personnel

• Create and implement a fully documented audit trail of Project Change Authorisations (PCAs) – both during the pre-event phase and on-site

• Management of, and provision of appropriate confirmation documentation(s) to, all third party suppliers or internal support services involved with the project

• Undertake site inspections and prepare written documentation of agreed event specifications

• Supervise or assist on-site programme operations, as required

• Assess the process and outcomes of projects on an ongoing basis.  Maximise profit opportunities through delivery efficiencies and cost control

• Communicate project information and issues promptly to internal and external stakeholder groups. Resolve issues that would compromise delivery parameters

• Manage multiple concurrent projects to a high standard

• Prepare debrief documentation and evaluation information on the effectiveness of the finished project and the people concerned

Client and Sales Support

• Provide pre-sales support on all assigned client meeting and event related matters – including presentations and documentation – internally and externally where required

• Assist the assigned Client Services owner in the development of strategic and tactical client solutions in conjunction with Solutions team (as appropriate)

• Maintain client relationships (as appropriate) escalating any issues as appropriate

• Ensure that every effort is made to enhance the sale once the project has been sold to a client through the up-selling of additional services (improving profit opportunities)

• Ensure assigned Client Services personnel are made aware of any opportunities for new business by providing sales leads from your assigned client projects, as appropriate

• Assist the assigned Client Services owner to ensure all new brief details and values are logged through the Pipeline Financial processes

• Attend and conduct presentations at client meetings on project related matters

• Ensure a working knowledge of client business and issues facing their industry sector

 Financial

• Co-ordinate the production and delivery of costings and supporting documentation verbally and in writing to the client

• Negotiate with all suppliers to obtain competitive rates as well as value adds

• Complete and manage Payment Schedules – both for client payments and supplier payments (ensure monies IN before needed for supplier payments)

• Maintain financial controls (cost/revenue/profit) on all projects with assistance from the Project Accounting team, ensuring sold programme figures are regularly updated for Business on the Books reporting (BOB) and invoice clients to agreed schedule.

• Complete full programme Reconciliation requirements in a timely manner – including responsibility for ensuring all own and staffs expenses are reconciled and charged to the client via the final reconciliation process

• Ensure utilisation requirements are met of self and assigned team members on all client projects (including pitch).

• Achieve agreed departmental, or client contract profit margins as a minimum, and where feasible, uplift initial profit projections through selling additional project items and negotiations with suppliers

• Working with Finance ensure that Age debit on assigned projects is regularly reviewed to avoid late payments (i.e. outside our 30 day requirement), and to facilitate client contact to chase outstanding payments of our invoices

Relationship Management

Involve subject matter experts from other areas of the business as appropriate to support client meetings/projects

Co-ordinate and oversee the activities of delivery team members at all stages of the project delivery process ensuring that deliverables fit within the overall project, client and business direction

Effectively manage internal relationships

 General

• Work in line with ISO 9001-2000 requirements, and be continuously involved in the review of the systems and procedures, making recommendations for improvements to ensure the maintenance of ISO9001 and the company’s quality initiatives

• To make a serious commitment to training offered by the company to improve knowledge of product portfolio and operating procedures

• Undertake any other reasonable duties as required or special projects as directed by senior management

• Ensure an up to date understanding of all the solutions / expertise available across the Company

• Expand and share destination knowledge – through attendance of supplier office presentations, attendance on appropriate educationals (FAMs) and assisting on colleagues on-site programmes (workload permitting)

• Pharma – to have complete understanding of ABPI and other relevant industry accreditations

• To be on call for emergencies as part of the yearly rota, as and when the Company requires

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Job Spec