Job Description

Job Description: Project Event Manager – Hall Setup, Decoration & Store Control

Position Title: Project Event Manager

Department: Operation

Reports To: General Manager / Chief Executive Officer

Location: GlamHall Damansara (Office) and Whole Klang valley

Key Responsibilities:

1) Event Operations & Setup Supervision

The Operations Manager plays a central role in ensuring all event setups – especially for weddings – are executed smoothly, efficiently, and creatively. This includes overseeing hall preparation, decoration installation, vendor coordination, and ensuring all teams are working on schedule according to event timelines and client expectations.

Detailed Duties:

1.Pre-Event Coordination:

• Review the event floor plan, decoration concept, and timeline before each event.
• Liaise with the event planner or client liaison to understand all expectations and custom requirements.
• Attend pre-event meetings or site visits with planners, vendors, or clients when needed.
• Prepare a clear task delegation sheet and communicate roles to every team member (e.g., who handles pelamin, table setup, AV, lighting, furniture, etc.).

1. On-Site Execution:

• Supervise the entire on-site setup process from start to finish.
• Ensure all decorations are installed according to the approved concept, including floral arrangements, stage design, furniture layout, and thematic elements.
• Monitor crew movement and ensure punctuality, safety, and productivity at the venue. Make real-time decisions to solve any setup issues, such as layout changes, weather disruptions, or missing props.

1. Coordination with Internal Departments:

• Coordinate with logistics and store team for the transportation and return of decoration items and props.
• Work with the technical/AV team (if applicable) to ensure lighting, sound systems, and special effects are installed and tested.

1. Team Briefing & Time Management:

• Conduct a daily or event-specific briefing to assign and clarify each crew’s role.
• Assign team leads or section heads (e.g. for pelamin, hall, walkway, lighting).
• Monitor the setup progress against the master timeline to avoid delays.
• Adjust manpower dynamically in case of staff shortage, sudden weather change, or VIP requests.

1. Quality & Safety Control:

• Ensure safety measures are followed during ladder work, electrical wiring, and heavy lifting.
• Check and approve final setup before the event begins.
• Ensure all elements are aesthetically polished and client-ready, including neat cable hiding, balanced decor symmetry, and proper lighting angles.

1. Post-Event Dismantling & Reporting:

• Oversee event strike-down/dismantling in a systematic, careful manner.
• Ensure all items are returned, cleaned, and recorded properly to avoid loss or damage.
• Submit a post-event report including crew performance, damages (if any), client feedback, and improvement notes.

7. Timeline & Schedule Preparation

• Develop operation schedule for all installation and dismantling tasks.
• Assign roles and timing to each operational team member involved in the event.
• Monitor adherence to the timeline to avoid delays or overlaps.
• Communicate and update the schedule promptly when changes occur.

1. Coordinating Installation & Dismantling

• Manage safe and efficient execution of setup and teardown activities.
• Ensure alignment with the approved event flow and venue timeline.
• Supervise each phase to avoid damage, delays, or unsafe practices.
• Troubleshoot and adjust in real-time to maintain progress and safety.

1. Problem Solving & Technical Support

• Handle last-minute changes and resolve any technical or operational issues that arise during execution.
• Ensure all operational activities adhere to established safety protocols and standard operating procedures (SOPs).
• Maintain an updated inventory of event-related assets (produced or purchased).
• Compile post-event reports detailing asset usage and movement.

1. Expense Monitoring & Vendor Billing

• Track all expenditures related to operational supplies, rentals, or manpower.
• Validate invoices submitted by third-party vendors against agreed rates.
• Ensure timely submission and processing of billings for finance reporting.
• Maintain transparent records of operational costs per event.
• Use Canva and other related applications to design visually appealing presentations, proposals, event documentation, and reports. 

1. Social Media and Branding Support:

• Leverage social media platforms to enhance employer branding and attract talent.
• Create and share engaging job posts to capture the interest of potential candidates.

Event Leader (Minor):

1. Event & Wedding Management

• Oversee the smooth execution of events, including weddings, ensuring all operational aspects are handled efficiently.
• Ensure coordination between various teams and tasks to maintain a seamless event flow.
• Delegate tasks to team members, ensuring each crew member understands their responsibilities.
• Maintain the timeline and ensure all activities are carried out according to schedule.
• Supervise event setup and dismantling.

1. Pre-Event Planning & Preparation

• Plan and coordinate all operational logistics prior to the event, including resource allocation and scheduling.
• Liaise with internal teams to ensure all required equipment and materials are ready for the event.
• Organize crew training and briefing sessions to ensure everyone is prepared for the event.
• Check inventory and ensure all necessary items are available and in working condition.

1. Team Leadership & Crew Management

• Lead a team of foreign workers, delegating tasks and ensuring the crew is motivated and performing at their best.
• Provide clear instructions and guidance to team members to ensure efficiency and accuracy.
• Monitor the progress of assigned tasks and provide support where needed.
• Maintain a positive work environment, promoting teamwork and collaboration.

1. Health & Safety Compliance

• Ensure all operations are carried out in compliance with health and safety regulations.
• Monitor the safety of the team during event setup, operation, and breakdown.
• Identify and mitigate any potential hazards at the event venue or during transportation.
• Ensure the proper use of safety equipment by the crew.
• Conduct regular safety checks and report any safety concerns to management.

Job Requirements

 Job Requirements – Operations Manager

1. Education & Experience

• Diploma or Degree in Event Management, Hospitality, Operations, or related field 
• Minimum 4–6 years experience in event operations, wedding setup, or venue management 
• Proven experience handling large-scale events (e.g. weddings, corporate events) 
• Experience managing setup crews, vendors, and logistics teams 

Who You Are:

• You love wedding styling, visual storytelling, and transforming concepts into beautiful, real-life setups.
• You're passionate about design and always on top of the latest trends.
• You’re a team player who can work cross-functionally with planners, clients, and production crew.
• You're organized, efficient, and have great visual sense.

We welcome applications from individuals who not only meet the specified qualifications but are also driven by a passion for design, commitment to excellence, and a desire to contribute to the success of our dynamic team. If you embody these qualities, we encourage you to apply and be part of our creative journey in the world of wedding and event design.

Skills