Job Description

 Job Description (JD)

• Own end-to-end delivery for exhibition booth projects: plan → procure → build → install → handover → dismantle.
• Be the “single point of execution” between client / sales / design / vendors / main con / organiser.
• Control scope + variation orders (VO): identify changes early, price it fast, get written approval before execution.
• Maintain project master schedule (fabrication + print + logistics + site working hours) and drive all parties to meet it.
• Run cost control: track committed cost vs budget, flag margin risk early, propose recovery actions (value engineering / vendor swap / scope adjustment).
• Ensure site compliance: method statement, risk assessment, insurance, badges, permits, hall regulations, working-at-height, electrical rules.
• Quality owner: ensure finish, alignment, lighting, graphics, stability, safety meet agreed standard and drawings.
• Manage procurement + payment discipline: PO issuance, vendor confirmations, delivery dates, and support finance with documentation for payment release.
• Lead internal coordination: confirm final drawings, artwork files, measurements, power points, rigging points before production lock.
• Build repeatable vendor performance: maintain a preferred vendor list, evaluate after each job (cost, quality, attitude, punctuality).
• Support urgent jobs when needed (including weekends), with disciplined time planning.
• Comfortable with digital tools (AI tools + project platforms) to speed up ideation and production.
• Build Knowledge Management System for the project team.

Job Requirements

 Job Responsibilities (JR)

1. Pre-production / Planning

• Conduct project kickoff with sales + designer: confirm scope, budget, timeline, risk items, and site constraints.
• Verify design is buildable: check structure feasibility, material spec, load/stability, access panels, cable paths, storage, etc.
• Create a project execution checklist (site rules, submissions, vendor ETA, tools, manpower, transport, contingency).
• Confirm technical needs early:
• Power requirement (13A/15A/3-phase), internet, water, rigging, AV
• Ceiling height / pillar / fire hose / exit routes constraints
• Lock artwork readiness: ensure print files meet correct size, bleed, resolution, color profile, and submission deadlines.

2. Quotation + Costing (more specific than “prepare quotation”)

• Build detailed costs by trade: carpentry / printing / electrical / logistics / labour / equipment / contingencies.
• Send quotation with clear assumptions: site hours, access conditions, exclusions, VO rate.
• Manage VO workflow:
• Capture change request → price → get approval → issue instruction → update budget/margin.

3. Vendor / Procurement Management

• Issue purchase orders / confirmations with scope, timeline, deliverables, penalty/redo expectations.
• Arrange pre-production alignment: carpenter briefing + printer proofing + electrician layout.
• Run vendor QC before dispatch:
• Check fit, finish, paint/laminate, edges, branding alignment, lighting tests.
• Coordinate logistics and packing list:
• labeling, protection, spare parts, tools, and “what goes on truck first” planning.

4. Main Con / Organiser Submissions & Compliance

• Prepare and submit required documents on time (and track approval):
• 3D drawing, method statement, risk assessment, insurance, worker passes, vehicle entry, electrical forms
• Follow up until written approval is received; keep a submission tracker by project.

5. On-site Setup & Dismantle Execution

• Lead on-site team + vendors; manage onsite sequencing:
• Marking/layout → structure → electrical → graphics → finishing → cleaning → client handover
• Enforce safety + hall rules:
• PPE, barricade, tool control, working-at-height discipline, cable management.
• Handle real-time issue solving:
• misfit, missing parts, damaged prints, power point mismatch, late vendor arrival.
• Final punch list + handover:
• Do final QC with photos, get client sign-off, confirm “ready for show”.

6. Reporting / Documentation / Post-mortem

• Daily update to internal team during build period:
• progress, blockers, ETA, decisions needed.
• Maintain complete project folder:
• drawings, approvals, purchase orders, delivery orders, invoices, site photos, VO record.
• Post-project review:
• Margin actual vs target, what went wrong, vendor score, improvement actions for next show.

7. Asset & Reusability (very relevant for booth contractors)

• Track reusable items ( From vendor ) (structure, lightboxes, counters, hardware) and update condition report after dismantle.
• Coordinate return-to-warehouse ( From Vendor ):
• inventory check, damage list, repair needs, storage labeling.

Skills