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Project Manager

Project Manager

Optential Consulting (Pty) LtdCape Town, Western Cape, South Africa
30+ days ago
Job description

Job Overview

Job title : Project Manager

Work Location : Cape Town,

Reports to : Managing Director

  • The Project Manager is responsible for overseeing all aspects of congress or conference planning, from concept to execution. This includes coordinating teams, managing budgets, logistics, and communication with stakeholders, while ensuring the event runs smoothly.
  • The PM handles marketing, risk management, and compliance, ensuring the event meets its objectives and is executed efficiently.
  • The PM is key to the successful delivery of the event, ensuring alignment with goals and expectations.

Key Responsibilities

  • Event Planning and Coordination : Work with subject matter experts to identify key topics and ideas for the program; develop detailed event agendas and timelines; follow up with speakers, vendors, and stakeholders; coordinate the scheduling of sessions, workshops, and networking events; monitor progress.
  • Venue and Supplier Management : Research and evaluate potential venues; negotiate contracts; coordinate on-site checks and logistics; source suppliers and negotiate contracts.
  • Budget and Financial Management : Develop initial budget; track transactions; ensure expenditures stay within budget; monitor cash flow; produce regular financial reports.
  • Marketing and Communication : Develop and implement marketing strategies; work with designers; oversee website updates; coordinate email marketing; engage on social media; monitor campaigns.
  • Logistics and Operations : Arrange catering, audiovisual, transportation, accommodation; ensure equipment availability; manage on-site operations.
  • Speaker and Program Management : Select and confirm speakers; manage abstract submissions; develop technical program; coordinate logistics of workshops.
  • Exhibition and Sponsorship Management : Source exhibitors and sponsors; negotiate contracts; coordinate booth design; track deliverables.
  • Registration and Database Management : Set up registration process; maintain attendee databases; manage online platforms; process registrations.
  • On-Site Event Management : Oversee day-to-day operations; supervise staff and volunteers; troubleshoot issues.
  • Post-Event Evaluation and Reporting : Collect feedback; analyze financial performance; provide stakeholder reports; summarize outcomes.
  • Compliance and Documentation : Ensure legal and regulatory compliance; keep accurate records; obtain permits and licenses; archive materials.

    • Education and Experience Requirements

  • Education : Bachelor's degree in business administration, event management, hospitality, marketing, or a related field.
  • Certification : Project Management Certification (PMP, PRINCE2) preferred but not mandatory.
  • Optional : Master's degree in project management or a specialized field for senior roles.
  • Experience : 3-5 years in project management, event planning, or conference organization; managing large-scale conferences; budgeting; leading cross-functional teams; vendor negotiations; event marketing; sponsorship sales; virtual / hybrid events experience.
  • Additional skills : strong compliance knowledge, technical proficiency.

    • Skills / Competencies Required

  • Leadership and Organizational Skills
  • Communication
  • Problem-Solving and Critical Thinking
  • Budget and Financial Management
  • Attention to Detail
  • Negotiation and Contract Management
  • Technical Proficiency
  • Stakeholder Management
  • Marketing and Promotion
  • Risk Management
  • Adaptability and Flexibility
  • Client and Customer Focus
  • Strategic Thinking

    • Please note if you do not hear from us within 3 weeks, kindly note that your application was unsuccessful.

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    Project Manager • Cape Town, Western Cape, South Africa