Project Ownership
•Accept ownership and responsibility of any and all assigned projects
•Maintain oversight of all aspects of the project delivery including time-tracking
•To accept responsibility for, and provide support and guidance to all team members
•Arrange regular team project meetings to ensure good project/department communication
•Ensure our documented Proven Process is followed in line with any/all company policies
•Ensure projects are delivered on time, within budget and to an agreed timeline and specifications
•Ensure proactive weekly reporting to the Head of Project Delivery and Account Director to an agreed format inclusive of an explanation of current solutions in place for any issues and escalation of potential serious concerns ahead of time
Client Management
•To oversee all client communications, management and content
•If necessary, supplement for the Account Director or Head of Project Delivery with senior stakeholder relationships
•Ensure any client request is responded to within 24 hours (acknowledgement of request as a minimum)
•Maintain regular client contact and ensure frequent and accurate reporting to allow a client to make informed decisions
•Maintain professional meeting standards inclusive of agenda creation and contact reporting
•Ensure every Rapiergroup promise/commitment is followed through as expected
•Attempt to maintain a sociable relationship with clients
•Agree with the Client Service Director or Account Director the client’s objectives and specifically the measurable results in conjunction with Rapiergroup’s Proven Process
•Proactively raise any client issues that present a business or project risk to the Head of Project Delivery and/or Account Director
•Proactively raise any account growth/sales opportunities to the Account Director and/or Client Services Director
Project Management
•Ensure the proper project set-up is followed 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 document is proofed to an appropriate level
•To have a full understand of Rapiergroup’s GDPR policy, requirements and implementation
•To have a full understand of Rapiergroup’s ISO policies, requirements and implementation
•To have a full understand of 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 colleagues to not only ensure everyone is aware of their requirements but also to foster a team ethic
•To commit early and cost competitive team logistics
•To have a full understanding of Rapiergroup’s purchasing policy and actively gain guidance from the Head of Production
•To create, review and sign off any event safety plan with the Head of Production
•Ensure every team member is briefed and clear on their onsite their roles and responsivity before arriving onsite
•To oversee the onsite delivery in line with any pre-event plans
•To create/maintain an inventory and document any client property which we take charge of
Supplier Management
•To ensure all supplier contracts are in the best interests of our clients and Rapiergroup and to proactively challenge and negotiate with contractors to produce savings
•To ensure the Head of Production is consulted on every project to agree the purchasing strategy
•To use key suppliers above others whenever possible to mitigate against risk
•If appropriate, to conduct a full and robust RFP process with selection based on a committee decision
•To always raise purchase orders and gain approval to contract suppliers
•To always consider favourable payment terms
•To put forward and nominate any potential future key suppliers
Finance
•Ensure regular and accurate upkeep of your assigned projects in Procim
•Ensure the creation of a full and detailed budget to form the opening SOW for any assigned project
•Ensure regular and detailed change management process inclusive of client reporting
•Allow a senior member of the team to undertake a ‘Pre-Contract’ review
•To create a ‘cash positive’ billing schedule
•To undertake regular project time audits, discuss with the Head of Project Delivery and act accordingly on findings
•To gain validation and verification from the Head of Project Delivery and/or Account Director before submission of client facing documentation
•To ensure timely invoicing in accordance with your billing schedule
•To conduct a full, detailed and accurate reconciliation of every project
Closure
- To ensure a professional closure of any project inclusive of but not limited to;
o Non-conformity reporting
o Internal/external debrief and distribution
o Thank you letters
o Client and supplier survey’s
o Documentation and archiving
o Distribution to any interested parties.
Proposal & Pitch
- Support new business bids if requested as a member of the pitch team
- Participate in proposal planning and creation as appropriate
- Input and participate in pitch presentation if needed
Line Management and Development
•To act as Line Manger to any assigned Project Manager/Executive
•To read and understand our Employee handbook
•Devote quality time to any direct reports through weekly 1-2-1’s
•Consider where team members need training, mentoring or coaching and highlight to Head of Project Delivery
•Ensure team personal development needs are discussed, planned and documented with Head of Project Delivery
•Carry out appraisals in line with company policy
•Approval of timesheets, credit cards, expenses, annual leave, sickness and lieu etc.
•Plan and approve absences in line with company policy and team planning
•To escalate any HR issues to HR Manager & Head of Project Delivery in good time
*This list of responsibilities is not exhaustive and will be reviewed as
and when required
