Project Manager - Fit Out

The Project Manager is responsible for the end-to-end delivery of commercial, office, retail, fit-out, event, and exhibition projects. This includes managing design coordination, technical execution, contractor supervision, stakeholder communication, schedule control, and quality assurance. The role ensures all projects are delivered on time, within budget, and in compliance with venue standards, authority regulations, health & safety requirements, and the overall vision of Expo City Dubai. The position also requires strong client relationship management and the ability to manage multiple fast-paced projects simultaneously.

Role Description

Main Responsibilities of the role include:

Project Planning & Coordination:

• Develop full project schedules, budgets, procurement plans, and resource allocation for fit-out, event, and exhibition projects.
• Coordinate with design teams, production teams, venue management, and technical partners.
• Review drawings, layouts, BOQs, technical documents, fire & safety requirements, and event guidelines.

Fit-Out Management:

• Lead commercial and office fit-out works from design to handover.
• Manage contractor execution, joinery, MEP works, civil works, and authority approvals.
• Conduct site visits, monitor quality, resolve technical issues, and ensure timely completion.
• Manage submissions and approvals via Aconex and relevant authority portals (design reviews, permits, and inspections)
• Serve as the main point of contact for clients, exhibitors, sponsors, and internal teams.
• Lead planning meetings, technical briefings, and exhibitor coordination sessions.
• Gather client requirements and ensure they are met across all project phases.
• Conduct site visits, monitor quality, resolve technical issues, and ensure timely completion.
• Monitor project timelines, ensuring all works are delivered according to schedule and scope.
• Review workshop drawings, and material submissions.
• Approve materials, structural plans, and methods of construction prior to execution.
• Ensure all construction activities meet venues health, safety, and compliance standards.
• Report directly to the Project Lead, providing regular updates and raising critical issues.
• Liaise with internal teams including design, operations, and production for alignment on deliverables.
• Monitor project progress and make adjustments as necessary to ensure that all project goals are met
• Prepare project documentation for tracking and keep records of details related to the deliverables for content and fit-out including regular progress reports.

Contractor & Supplier Management:

• Procure and supervise contractors, suppliers, fabrication workshops, and service providers.
• Negotiate pricing, review quotations, and approve materials and production.
• Ensure adherence to design intent, specifications, and HSE standards.
• Supervise third-party teams to ensure high-quality and coordinated execution.

Operations & On-site Control:

• Lead onsite build-up, installation, and event production activities.
• Manage teams, labour, and workflow during high-pressure deadlines.
• Maintain strong documentation, reporting, and problem resolution on site.

Budget, Commercial & Reporting:

• Monitor project costs, variations, invoices, and profitability.
• Prepare weekly progress reports, dashboards, and client updates.
• Ensure all projects are delivered within agreed commercial frameworks.
• Support managing project-related contracts, including budgets and timeline, cost tracking and ensuring all conditions in the contracts are met.

Post-Event & Project Closeout:

• Oversee dismantling, site clearance, and reinstatement.
• Prepare close-out reports, snag lists, and handover documentation.
• Capture lessons learned for continuous improvement.

Client, Exhibitor & Stakeholder Management:

• Serve as the main point of contact for clients, exhibitors, sponsors, and internal teams.
• Lead planning meetings, technical briefings, and exhibitor coordination sessions.
• Gather client requirements and ensure they are met across all project phases.
• Build strong, trust-based relationships that support long-term collaboration.

Event & Exhibition Delivery:

• Manage the full lifecycle of exhibitions and events including:
• Hall planning and zoning
• Exhibitor stand allocations
• Floorplan development and updates
• Build-up, live event, and breakdown operations
• Logistics coordination (freight, access, storage, etc.)
• Oversee build-up and dismantling phases, ensuring efficiency and minimal disruption.
• Serve as the main point of contact for all design and build contractors working within the project.
• Coordinate and supervise subcontractors, ensuring alignment with design intent and event requirements.
• Will work alongside within internal resources and third-party vendors to ensure their flawless execution and certify that each fit out Exhibition for National and International Project is delivered on time, within scope and within the budget given.
• Resolve on-site issues swiftly and effectively to avoid delays.
• Maintain effective communication with exhibitors regarding stand approvals and technical readiness.
• Identify potential risks related to construction, timelines, or regulations, and proactively propose solutions.
• Implement corrective actions to resolve technical or coordination challenges swiftly.
• Overseeing the implementation and managing the requirements between the content supplier and the delivery team.
• Attend workshops and technical meetings.
• Examine the proposed Exhibition design drawings, assess the material and technological requirements, and provide continuous cost tracking to ensure staying within budget.
• Reviews CAD drawings, renderings, layouts, study models, fit out documents, and sample boards.
• Coordinate with the relevant team on site and ensure adherence to Quality, Health and Safety regulations, compliance with applicable guidelines, standards, and other internal requirements.
• Monitor and supervise the project execution process on site to ensure completion of the job within specified timeframes, in an organized and effective manner, in accordance with the approved design and to ensure high quality standards.
• Support and manage internal communications across different departmental dependencies, requirements and details.
• Assist in managing online exhibition services for the client

Knowledge, Qualifications and Skills required

Essential:

Minimum of 6 years of industry experience in the UAE as well as:

• Degree in related field
• An ability to take projects from concept to completion and an ability to be highly creative and think practically
• Excellent knowledge of all build aspects, including graphics, electrical, carpentry, audio visual, lighting, etc.
• Must have thorough knowledge and understanding of construction contracts, applicable municipality codes, scheduling and familiarity with materials, methods, and processes of construction
• Able to manage a small team of experts to complete quality work across various simultaneous projects
• Strong organisational skills and attention to detail
• Must be detail oriented, thorough, well organized and effectively manage time
• Team player with excellent listening skills and diplomacy; willingness to work with multiple different colleagues on a variety of initiatives
• Ability to work under pressure and manage multiple projects simultaneously.

Desirable:

• Experience working on the client-side or organiser-side of major exhibitions or public events, with strong understanding of technical delivery strategies, contractor coordination, and production timelines.
• Proven ability to coordinate with multiple stakeholders such as organisers, exhibitors, venue operations, designers, and third-party contractors.
• Knowledge of local HSE requirements, venue regulations, delivery processes and authority approvals (e.g., Expo City Dubai, DWTC, DEC).
• Knowledge of UAE authority approval processes (Dubai Civil Defense, DEWA, Dubai Municipality, etc.).
• Familiarity with sustainability standards and material compliance
• Strong vendor and subcontractor management network in the UAE market