Junior Project Manager

UNIOR PROJECT MANAGER JOB DECSCRIPTION REFERENCE

PURPOSE

The Junior Project Manager supports the development and delivery of unique event experiences from conceptualization to execution. This role requires close collaboration with Project Managers, clients, and external partners to ensure seamless event execution, adherence to budget, and high customer satisfaction within a dynamic international environment. The position offers opportunities for professional growth and is ideal for individuals passionate about events management, problem-solving, and client engagement.

Relationships

- Reports to Project Manager(s).

- Collaborates with internal teams (venue sourcing, concept creation, registration, Logistics, production).

- Manage external vendors/partners.

- Engages regularly with clients to ensure customer satisfaction.

GENERAL DUTIES

- Respects and observes staff regulations and security rules at all times

- Represents the imavox/planitswiss/SER/AOI in a professional manner at all times

- Develops and maintains a pleasant and conducive working environment with colleagues and line managers

- Performs all duties with the highest level of confidentiality in the interest of the employees and the imavox/planitswiss/SER/AOI

- May be asked to perform tasks not covered in this job description and to provide support to other departments when necessary

- At ease to work with an ERP

- Be structured and respect deadlines

Accountabilities and Responsibilities

1. Event Planning and Proposal Support (35%)

- Assist in developing event proposals, including creative concepts, planning, and budgeting

- Collaborate with Project Managers to create unique proposals tailored to client briefs

- Prepare and attend client briefings and meetings to capture project specifications and objectives clearly

2. Project Execution and Coordination (25%)

- Support event management from initial planning to post-event evaluation

- Assist in overseeing project timelines and ensuring tasks are completed on schedule

- Coordinate logistics including venue bookings, suppliers, and third-party vendors

- Escalate operational issues proactively to the PM when risks arise

3. Budget and Vendor Coordination (15%)

- Assist in budget preparation and ongoing financial tracking.

- Support vendor sourcing, quotation requests and contract preparation

- Assist in negotiations and maintain supplier records

- Ensure cost-effectiveness and efficiency throughout the event lifecycle

4. Client Relationship Support (10%)

- Maintain ongoing communication with clients, addressing needs and managing expectations

- Identify opportunities for further client engagement and event enhancements

- Support post-event follow-ups to gather client feedback and satisfaction metrics

5. Event Operations (10%)

- Provide hands-on support during setup, execution, and teardown

- Coordinate small on-site tasks or suppliers independently, ensuring high-quality standards are maintained

- Support live problem-solving and escalate issues to the PM as required

6. Post-Event Analysis and Reporting (5%)

- Collect internal and client feedback

- Assist in preparing post-event reports (budget reconciliation, lessons learned, photos, KPIs)

- Maintain documentation for future reference and process improvement

ADDITIONAL DUTIES

- Occasional work outside normal office hours, including weekends, may be required

- Travel domestically and internationally may be necessary based on event needs

- Support innovation and implementation of new tools and processes

EDUCATION & QUALIFICATIONS

- Bachelor's degree in Event Management, Hospitality, Business Administration, economics or related fields preferred

- Demonstrated experience in customer service environments

- Experience working in team environments with multiple stakeholders

- Fluent in English and Mandarin

- Prior exposure to project coordination processes

- Experience in event support roles, even in entry-level positions at event agencies or venues is highly valued

- Proficiency in Microsoft Office suite

- Familiarity with Canva for creating visual content and event materials

- Basic understanding of budgeting and cost control

- Basic understanding of project management principles and timeline creation

- Strong written communication skills for proposal development and client correspondence

- Ability to manage simple project timeline tools (Gantt, Trello, Monday, etc.)

- Experience using CRM or client databases is a plus

- Interest in and willingness to learn AI tools for event planning, content creation, and project efficiency

Required Skills

- Diplomacy and tact in client interactions

- Attention to detail and ability to manage multiple priorities simultaneously

- Collaborative mindset for working across departments (creative, sales, budgets, registration, production, AV)

- Proactive problem-solving approach and solution-oriented thinking

- Professional attitude when representing the company to clients and vendors

- Flexibility regarding work hours and travel requirements

- Adaptability and resilience in managing changing demands and high-pressure situations

- Willingness to learn and grow quickly