Project Implementation Manager

Calibre Events Solutions Sdn Bhd; Kuala Lumpur; On-site; MYR 120,000 - 180,000; Full time

Job summary

Calibre Events Solutions Sdn Bhd is seeking a Project Implementation Manager to lead end-to-end activation planning and delivery. You will act as the main client contact, coordinate internal teams, suppliers, and onsite crews to ensure timelines and client requirements are met with excellence.

You will manage payroll coordination, rosters, and equipment logistics, secure mall spaces, conduct on-site recce, monitor safety and quality, and drive KPIs across activations.

Qualifications

• Minimum SPM as a baseline qualification.
• Ability to use Excel for data entry, stock tracking and basic reporting; Word for documentation; PowerPoint for presentations or reports.

Responsibilities

• Team management and ensuring proper manpower coverage.
• Activation planning, preparation and packing.
• Secure mall event spaces and conduct on-site recce.
• Coordinate with mall management, retailers, and event organizers.
• Reporting: daily updates and monthly project reviews.
• Set up and dismantle of events with clear briefs to third parties.
• Inventory management and coordination with warehouse staff.
• Lead Project Supervisors and Coordinators to meet KPIs.

Skills

Leadership

Problem-solving

Interpersonal skills

Education

SPM or equivalent

Tools

Excel

Word

PowerPoint

Job description

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.

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