Project Executive – Events & Exhibitions (TBH2514)

Company Description: ToolBox Technical Services is a craftsmanship-driven company that combines the expertise of long-standing industry professionals to deliver high-quality installation and joinery solutions. From simple joinery works to complex bespoke projects, ToolBox manages the entire process from concept to completion, ensuring seamless project delivery. The company’s culture is rooted in passion for perfection and a commitment to exceeding client expectations through premium quality solutions.Position: Project Executive – Events & ExhibitionsDepartment: Projects / OperationsReports To: Management / Head of ProjectsWorks Closely With: Design Team, Estimator, Senior Production Manager, Junior Production Manager, Site Supervisor, Procurement, Logistics, Finance and Clients/AgenciesLocation: Office with regular Site VisitsJob PurposeThe Project Executive is responsible for the overall coordination and administrative control of assigned events and exhibition projects from confirmed project handover through planning, production coordination, site execution, client handover, and project closure.The Project Executive acts as the central communication point between the client/agency and internal departments.The role focuses on keeping the entire project aligned in terms of scope, information, approvals, schedule, client requirements, documentation, and interdepartmental coordination, while production execution remains under the Production Team and site manpower execution remains under the Site Supervisor.Key Responsibilities1.⁠ ⁠Project Handover & Scope Review•⁠ ⁠Receive confirmed projects and review all available information.•⁠ ⁠Understand the approved scope, quotation, BOQ, drawings, renders, specifications, deadlines, and exclusions.•⁠ ⁠Identify missing information before production begins.•⁠ ⁠Prepare and maintain a project checklist and timeline.•⁠ ⁠Ensure internal teams receive the latest approved project information.2.⁠ ⁠Client & Agency Coordination•⁠ ⁠Serve as the primary day-to-day project contact for assigned projects.•⁠ ⁠Coordinate project requirements, approvals, revisions, schedules, and site information.•⁠ ⁠Maintain professional and clear communication with clients and agencies.•⁠ ⁠Follow up pending approvals that may affect production.•⁠ ⁠Document important client instructions and communicate them internally.•⁠ ⁠Avoid giving commitments affecting cost, production capability, or deadlines without confirmation from the responsible department or Management.3.⁠ ⁠Internal Project Coordination•⁠ ⁠Coordinate project requirements between Design, Estimation, Production, Procurement, Logistics, Branding, Site Team, and other departments.•⁠ ⁠Conduct or arrange internal project briefings for complex projects.•⁠ ⁠Maintain the master project timeline.•⁠ ⁠Track important milestones including design approval, production start, material requirements, setup, handover, event dates, and dismantling.•⁠ ⁠Follow up responsible departments without taking over their operational responsibilities.4.⁠ ⁠Design & Technical Information Coordination•⁠ ⁠Ensure Production receives the latest approved renders and technical drawings.•⁠ ⁠Track drawing and design approvals.•⁠ ⁠Coordinate clarification of missing dimensions, specifications, materials, finishes, branding files, and other required information.•⁠ ⁠Ensure superseded drawings are clearly identified to prevent incorrect production.•⁠ ⁠Escalate discrepancies between approved quotation, design, and client instructions.5.⁠ ⁠Production Progress Coordination•⁠ ⁠Follow up production status with the Senior/Junior Production Manager.•⁠ ⁠Track production progress against the project deadline.•⁠ ⁠Highlight potential schedule risks to Management.•⁠ ⁠Coordinate changes or updated client requirements with Production.Important: The Project Executive monitors production progress but does not directly manage workshop workers or determine daily workshop manpower allocation.6.⁠ ⁠Procurement & Outsourcing Coordination•⁠ ⁠Identify project requirements requiring external procurement or outsourcing.•⁠ ⁠Coordinate requirements and deadlines with Procurement.•⁠ ⁠Follow up critical outsourced items that could affect the project schedule.•⁠ ⁠Ensure outsourced requirements are aligned with approved project specifications.7.⁠ ⁠Site & Venue Coordination•⁠ ⁠Coordinate site surveys when required.•⁠ ⁠Obtain or follow up venue information including access timings, loading requirements, setup schedules, dismantling schedules, permits, passes, and restrictions.•⁠ ⁠⁠Ensure the Site Supervisor receives complete and accurate venue and project information prior to mobilization.⁠ ⁠•⁠ ⁠Liaise with venue management, security, and relevant authorities to resolve access or logistical issues.•⁠ ⁠ ⁠Communicate any changes in venue requirements, schedules, or restrictions promptly to the site team.•⁠ ⁠⁠ ⁠Ensure all required permits, passes, and documentation are secured and available on site before work begins.⁠ ⁠Qualifications & Requirements⁠ ⁠Bachelor's degree in Business Administration, Project Management, Events Management, or a related field (or equivalent practical experience).⁠ ⁠Minimum 3–5 years of experience in project coordination within events, exhibitions, fit-out, or a related production environment.⁠ ⁠Strong understanding of project workflows including design approvals, production coordination, procurement, and site execution.⁠ ⁠Excellent communication and client-facing skills, with the ability to manage multiple stakeholders professionally.⁠ ⁠Strong organizational skills with the ability to manage multiple projects, timelines, and priorities simultaneously.⁠ ⁠Proficiency in MS Office (Excel, Word, PowerPoint); familiarity with project management tools is a plus.⁠ ⁠Ability to read and interpret drawings, renders, and technical specifications.⁠ ⁠A valid UAE driving license is a must⁠ ⁠Immediate availability is an advantage.⁠ ⁠ ⁠How to Apply:Interested candidates meeting the above requirements are invited to send their CV and/or portfolio to: people@oneg-group.comletsdoit@toolboxdb.comPlease include your last drawn salary in your application.⁠⁠