Project Implementation Manager

About the role

Project Implementation Manager is the main point of contact with the client to solicit the activation plan and in-charge for overall activation deliverables. Responsible for managing end-to-end planning and execution of events and activations, ensuring all deliverables are completed according to approved plans, timelines, and client requirements. Build and maintain strong working relationships with clients, suppliers, vendors, and internal stakeholders to ensure successful project delivery. Responsible for coordinating communication between internal teams, clients, third-party agencies, suppliers, warehouse, logistics, and onsite teams to ensure seamless project execution.

Key responsibilities

Team management

• Prepare and manage monthly supervisor rosters to ensure proper manpower coverage.
• Coordinate monthly payroll and staff claims, including attendance, working hours, overtime, and supporting documents.
• Review and manage project-related claims to ensure accurate and timely submission.
• Guide the team in following operational SOPs throughout the planning, training, and execution of brand activations.
• Lead and coach Project Supervisors and Project Coordinators to achieve KPIs and maintain smooth project execution.

Activation planning, preparation & packing

• Review client briefs and confirm event requirements, timelines, and deliverables.
• Plan manpower, logistics, materials, POSM, GWP, and equipment needed for each activation.
• Prepare and review event timelines, checklists, layouts, and packing lists. Ensure all items are packed according to approved activation packing lists are pick up by third parties for event setup.
• Follow up on approvals, artwork, POSM, materials, and other pending requirements.
• Identify potential issues or missing items earlier and coordinate solutions before event day.
• Follow up on any missing, damaged, or additional items required for activation.
• Monitor and manage event equipment, including servicing and repairs. Coordinate with suppliers on maintenance, technical issues, and timely repairs.
• Ensure equipment is in good working condition and ready for activations.

Secure Mall Event Space & Conduct On-site Recce

• Coordinate with mall management to secure suitable event spaces.
• Check venue availability, requirements, and booking timelines.
• Liaise with mall management on event guidelines, permits, and setup requirements.
• Coordinate with retailers, event organizers, and mall management to confirm activation venues, supported by site photos to ensure accurate layout planning and compliance with venue requirements.
• Coordinate with setup teams, event organizers, and mall management to obtain necessary permits, submit layout plans, and secure approvals for event execution.

Conduct pre-event briefing

• Organize team briefings before activation to communicate event flow, individual responsibilities, and KPIs to ensure full team alignment and execution readiness.

Reporting

• Ensure timely daily reporting by submitting accurate and complete updates on each activation's outcomes.
• Prepare monthly project review reports by gathering insights from team members, evaluating overall activation performance, and consolidating feedback on key successes, challenges, and areas for improvement.
• Provide actionable recommendations to improve future event planning, execution, operational efficiency, and overall activation performance.

Set up & Dismantle

• Responsible for clearly brief third-party on all event requirements & overseeing the full setup and dismantling of events in accordance with approved plans and timelines. Ensure all event elements are executed accurately, safely, and efficiently from installation to teardown.

Inventory management

• Manage monthly inventory requirements by reviewing stock levels, forecasting upcoming event needs, and coordinating with the warehouse team to ensure sufficient availability of products, POSM, GWP, and event accessories. Ensure inventory is accurately tracked and replenished in a timely manner to support smooth event execution.
• Supervise and manage warehouse assistants/store boys in daily operations to ensure efficient inventory control, accurate stock handling, and timely packing for picking, delivery, and activation usage.
• Conduct regular stock-taking and restocking to maintain sufficient inventory levels for packing and ensure smooth execution of activation activities.

About you

• Minimum SPM, including public and private universities, colleges, technical training institutes and vocational schools in any field
• Able to use Excel for data entry, stock tracking, and basic reporting; Word for documentation; and PowerPoint for preparing presentations or reports
• 6 years of working experience in retail sales and sampling/event/roadshow promoter or similar industry
• Fluent in English; Bahasa Malaysia and Mandarin are added advantages
• Responsible and detail-oriented individual with strong leadership, problem-solving, and interpersonal skills
• Customer-focused, self-disciplined, goal-driven, and equipped with a positive can-do attitude
• Able to work on Saturdays, Sundays and Public Holidays
• Flexibility to travel activation destinations across every state in Malaysia, including major cities/towns in Sabah and Sarawak
• Have own transport (car) with valid driving licence and willing to travel within Central and outstation, including Sabah and Sarawak