Project Coordinator

Xponent Design Pte Ltd; Hong Kong; Hybrid; HKD 241,000 - 378,000; Full time

Benefits offered by this job

Competitive base salary

Transport allowance

Career progression

Job summary

Xponent Design Pte Ltd is seeking a Project Coordinator for Events, Exhibitions & Interior Fit-Outs. You will oversee site setups, manage subcontractors, and coordinate logistics to deliver high-quality builds within tight timelines.

The role requires 1–3 years’ hands-on experience in related fields, strong communication, basic costing and spreadsheet skills, and the ability to read technical drawings. Occasional overnight or weekend work may be required as events schedule demand.

Qualifications

• Experience: 1–3 years in events, exhibitions, or commercial interior fit-out projects.
• Strong communication skills and budgeting mindset.
• Ability to read technical drawings or floor plans.
• Comfort with site visits and office paperwork, including after-hours work when needed.
• Resourceful, detail-oriented, and able to work under pressure.

Responsibilities

• Oversee site setups, build-ups, and tear-downs for events, exhibitions, and interior fit-out projects.
• Coordinate with subcontractors, carpenters, electricians, AV technicians, and suppliers to ensure on-schedule delivery.
• Liaise with building management, event organizers, and venue operators for permits, access, and safety.
• Monitor on-site progress to ensure builds finish safely, accurately, and on time.
• Perform final walkthroughs, troubleshoot issues, and hand over to clients with minimal snag lists.
• Prepare detailed cost estimates and quotations for client approval.
• Source quotes and negotiate with vendors to protect project margins.
• Document and manage variation orders when project scopes change.

Skills

Communication skills

Costing proficiency

Spreadsheet proficiency

Reading drawings

Problem solving

Job description

Job Title: Project Coordinator - Event, Exhibition & Interior Fit-Out

Employment Type: Full-Time

Location: Ang Mo Kio

About Us

We are looking for a Project Coordinator to join our team. Our company is a specialized design and execution firm providing end-to-end solutions for Events, Exhibitions, and Commercial Interior Fit-Outs. With a strong track record of delivering high-quality builds on tight turnaround schedules, we take pride in bridging creative design with seamless on-site construction and precision cost management.

Key Responsibilities

Project Execution & Site Management:

Site Supervision & Execution: Oversee site setups, build-ups, and tear-downs for events, exhibitions, and interior fit-out projects, ensuring work complies with design specs and quality standards.

Subcontractor & Supplier Management: Coordinate with specialists, carpenters, electricians, AV technicians, and material suppliers to ensure smooth delivery and schedule adherence.

Venue & Logistics Coordination: Liaise directly with building management, event organizers, and venue operators regarding permits, access passes, delivery schedules, and safety regulations.

Project Scheduling & Timeline Control: Monitor progress on-site to ensure all builds are completed safely, accurately, and strictly on schedule.

Quality & Handover: Perform final walk-throughs, troubleshoot on-site issues immediately, and handle client handovers with minimal snag lists.

Costing & Quotation Duties:

Quotation Preparation: Prepare detailed, accurate, and competitive cost estimates and quotations for client approval.

Sourcing & Negotiation: Gather competitive quotes from suppliers, vendors, and sub-contractors to secure best pricing and maintain project profit margins.

Variation Orders: Measure and document site variations, preparing variation order (VO) quotes for client confirmation when scopes change.

What We Are Looking For

Experience: 1-3 years of hands-on project execution and costing/estimation experience in Events, Exhibitions, or Commercial Interior Fit-Outs.

Skills: Strong communication skills, basic costing/spreadsheet proficiency, problem-solving mindset, and the ability to read technical drawings or floor plans.

Work Ethic: Comfortable balancing site visits with office paperwork, including flexible hours during event setup windows (e.g., overnight or weekend setups when required).

Personality: Resourceful, detail-oriented with numbers, assertive with subcontractors, and calm under high-pressure, fast-paced environments.

Transport: Possess own transport (Car/Motorcycle) is a strong plus.

What We Offer (Attractive Package)

Competitive Base Salary + Performance Commission Incentives: Earn extra based on successful project delivery and profitability.

Transport Allowance / Claims: Comprehensive mileage/fuel/transport coverage for all site visits and vendor meetings.

Clear Career Progression: Fast-track opportunity to step up to Senior Project Executive / Project Manager as we expand the team.

Dynamic, supportive, and fast-moving team environment.