What are the responsibilities and job description for the AV Project Coordinator position at AV Company?
Our company is seeking an experienced Project Coordinator to be responsible for the scheduling, logistics, and documentation for AV projects and act as a main contact between clients, technicians, and vendors. The Project Coordinator is accountable for ensuring that projects are delivered on time, within budget, and to specifications by coordinating equipment procurement, site installations, and resource allocation.
Responsibilities:
- Assisting Project Managers as required and maintaining project files
- Ensuring at a job's completion that all files are submitted and stored
- Creation of Customer facing Project Closeout documents (PDF User Manuals, final drawings and programs, all signed documents, serial numbers, and completion forms)
- Working with Project Managers, Account Managers & CSR'S to generate, and process internal & external Change Orders
- Learning and working with all necessary software: i.e. - FileMaker, MS Office etc
- Collaborating with Vice President's, Managers, Installation Manager and Project Managers
- Maintaining of Schedule and coordination with Project Managers & Install Manager
- Communicating scheduled jobs to the Warehouse for staging and shipping of product
- Coordinating the printing of Drawings and labels for installers per job
- Setting up Teams Project folders for installers (Scope of work, drawing PDF, Labels folder, Installer workbook)
- Scheduling and participating in project kick off and post completion meetings
- Analyzing post installation job costing data and report out
- Assisting Purchasing Manager in Purchase Order follow-up and tracking
- Updating of Project Milestones for Project Managers
- Ensuring all equipment arrives prior to scheduled installations, as needed
- Ensuring that proper shipping and receiving of systems equipment, including drop shipments
- Assisting with returning unneeded, unused and/or damaged equipment and materials to vendors/manufacturers. (RMA's, DOA's, etc.)
- Assisting with communicating Staff travel arrangements & per diem needs to Accounts Payable
Requirements:
- Bachelor's degree in business or related field (preferred)
- 2 years' project management experience
- Hands-on experience with managing clients and teams
- Proven success in a corporate setting, working with all levels of management
- Strong written, verbal, and presentation skills
- Professional attire and attitude
- Strong client and service focus
- Sense of urgency and ability to meet deadlines
- Ability to work both self-sufficiently and in a team setting
- Willing to work fully onsite