What are the responsibilities and job description for the Internal Audio Video Coordinator / Administrator position at Executive Electronics of Southwest Florida?
Job Title: Internal AV Coordinator
Reports to: Operations Manager
Industry: Custom AV & Smart Home Integration
Position Summary
The Internal AV Coordinator is the high-level administrative "anchor" of the company. In this role, you act as the primary liaison between our programming department, field staff, and the client to ensure a fluid project lifecycle. Your objective is to protect project profitability by managing the flow of information, minimizing "hidden" labor costs caused by miscommunication, and ensuring that technical milestones are met before billing.
Key Responsibilities
1. Strategic Liaison & Workflow Management
? Programmer Sync: Act as the filter for the programming team; ensure they have all critical notes from the client before they begin installation to prevent costly re-work.
? Client Interface: Serve as the professional administrative point of contact for clients once a contract is signed, providing "next steps" and managing expectations regarding timelines.
2. Profitability & Resource Tracking
? Labor Efficiency: Monitor "Estimated vs. Actual" hours on projects. Alert management if a project is trending over budget due to scope creep or site delays.
? Change Order Administration: Identify when a client request falls outside the original scope and work with Sales to ensure a Change Order is signed and billed before the programmers or technicians perform the work.
3. Administrative Documentation
? Close-Out Packages: Compile the final "Digital Home Binder" for clients, including finalized programming notes, network credentials, and warranty documentation to ensure a smooth hand-off and prompt final payment.
4. Required Skills & Qualifications
? The "Gatekeeper" Mindset: Ability to be firm yet professional with internal staff and clients to ensure processes are followed and profitability is maintained.
? Exceptional Communication: Capable of translating "programmer speak" into "client speak" and vice versa. Keeping communication strong internally is vital.
? Financial Literacy: A strong understanding of how labor hours and unbilled changes directly impact a small business's bottom line.
? Logistical Intuition: Ability to anticipate "bottlenecks"knowing that if the programmers don't have the IP scheme by Tuesday, the technicians can't finish on Friday.
Experience Requirements
? 3 years in an administrative leadership, project coordination, or office management role.
? Experience in a billable-hour environment (Construction, Tech, or Professional Services) is highly preferred.
? Proficiency in project management platforms and Microsoft Office 365 (specifically Excel for budget tracking).
The Impact of This Role
This is not a "behind-the-scenes" data entry job. You are the engine that keeps projects moving profitably. By streamlining the flow of information between our technical experts and our clients, you ensure that our team stays focused on what they do best while our company continues to grow.