Project Manager

Purpose of the Role

The Project Manager will lead the end-to-end delivery of high-profile retail and promotional projects for Philip Morris Japan, with a particular focus on airport pop-ups, special advertising installations, branded environments and Global Travel Retail (GTR) activations. From the initial client brief through design development, production, airport approvals, logistics, installation, handover and final invoicing, you will ensure that every project is delivered safely, on time, within budget and to the required quality standard.

You will serve as the primary day-to-day contact for the client and will coordinate internal teams, airport stakeholders, landlords, contractors and manufacturing partners across Japan and the APAC region. The role combines hands-on project delivery, client management, technical coordination and commercial ownership.

Key Responsibilities

End-to-End Project Delivery

Own multiple projects from client brief and scope definition through design, production, logistics, installation, handover and final invoicing.

Translate client requirements and brand guidelines into clear project plans, specifications, supplier briefs, timelines, budgets and risk registers.

Lead kick-off meetings and coordinate drawings, technical development, prototypes, material samples and client approvals.

Manage supplier selection, quotations, lead times, production schedules, quality control and corrective actions.

Coordinate site surveys and technical assessments, verifying dimensions, access routes, power requirements, loading restrictions, fire-safety requirements and other site constraints.

Manage installation and dismantling activities, including method statements, work schedules, contractor coordination, on-site supervision and post-installation snagging.

Maintain accurate project records in designated company systems and ensure timely completion of purchase orders, goods receipt, invoicing and project close-out.

Airport, GTR & Site Coordination

Coordinate entry permits, security clearances, work approvals and installation access for airports and other controlled retail environments.

Liaise with airport operators, concessionaires, landlords, facility teams and local contractors to confirm site rules, working hours and approval requirements.

Plan installations around restricted access windows and live trading environments, including overnight or out-of-hours work where required.

Coordinate domestic and international freight by land, sea and air, including shipping documentation, customs clearance and delivery-to-site requirements.

Collect and validate required compliance documentation, such as material certificates, FSC documentation, fire ratings, test reports and disposal or recycling records.

Support the responsible reuse, recycling or upcycling of permanent POSM, booths, pop-up structures and smoking-area or lounge fixtures where applicable.

Client & Stakeholder Management

Build trusted working relationships with client stakeholders and act as the central point of coordination throughout each project.

Prepare and present client-facing quotations, project schedules, status reports, change requests and completion documentation.

Communicate progress, dependencies, decisions and risks clearly; escalate issues early and propose practical recovery plans.

Provide informed recommendations on materials, finishes, construction methods, installation approaches and value-engineering opportunities.

Manage delivery against agreed service levels, KPIs and quality expectations, and take prompt action where performance gaps arise.

Support tenders and RFQs, including supplier comparisons, cost breakdowns and landed-cost calculations.

Commercial Management

Prepare and manage project budgets, quotations, forecasts and project P&L, ensuring disciplined change control and margin protection.

Negotiate supplier pricing and lead times while balancing cost, quality, compliance and delivery risk.

Partner with the local account lead to identify opportunities to expand the scope of services within the client account and the Japan market.

Ensure all work complies with applicable regulations, client requirements and company policies, including health and safety standards.

Knowledge, Skills & Experience

Essential

Demonstrated project management experience in retail fixtures, store fit-out, shopfitting, experiential retail, branded environments, furniture manufacturing, POS/POSM production or a closely related field.

Hands-on experience delivering pop-up stores, booths, special installations or retail activations in airports, shopping centres or other controlled environments.

Experience coordinating site access, installation permits, contractor documentation and on-site work in locations with strict operational or security requirements.

Ability to read and review technical drawings and to understand common materials, finishes and construction methods, including metal, wood, laminates, powder coating and plating.

Working knowledge of freight, Incoterms, import/export documentation and Japanese customs processes.

Strong commercial acumen, including experience preparing quotations, managing budgets and P&L, and calculating landed cost.

Proven ability to manage multiple concurrent projects, suppliers and deadlines in a fast-paced client environment.

Calm, professional and solutions-oriented communication style, with the confidence to advise clients and lead site-based decision-making.

Proficiency in Microsoft Office; familiarity with ERP or project management systems.

Business-level Japanese and the ability to work effectively in English with regional and global stakeholders.

Willingness to travel within Japan and, when required, across APAC, including occasional work outside normal business hours.

Preferred

Experience supporting Global Travel Retail (GTR), airport retail, tobacco, FMCG, luxury or other highly regulated consumer brands.

Knowledge of Japanese building, fire-safety, facility-management or contractor requirements relevant to temporary and permanent retail installations.

Experience with sustainability initiatives, including reuse, recycling and upcycling of retail fixtures and POSM.

A recognised project management qualification or equivalent practical training.

What Success Looks Like

Projects open on schedule, within approved budget and to the agreed quality and safety standards.

Airport and site approvals are secured early, with no avoidable delays caused by missing permits, documentation or access arrangements.

Clients receive clear, proactive communication and view the Project Manager as a reliable and commercially minded partner.

Risks are anticipated, issues are resolved quickly and lessons learned are embedded in future project planning.

Projects achieve the agreed commercial targets while maintaining strong supplier and stakeholder relationships.