Project Coordinator

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TAIT partners with artists, brands, IP holders and place makers to bring culture-defining, never-before-seen experiences to life. With a legacy of innovation spanning over 45 years, TAIT has grown from pioneering in rock ‘n’ roll concert staging to setting the global standard for extraordinary live events and experiences through cutting-edge technology, precision engineering, and creative design. TAIT’s 20 global offices have developed iconic productions and experiences in over 30 countries, all seven continents, and even outer space for renowned performers, theme parks, exhibits, and venues across the globe, including partnerships with Taylor Swift, Cirque Du Soleil, Royal Opera House, Nike, NASA, Bloomberg, Google, Beyoncé, and The Olympics

Purpose

As a member of the Project Management Team, this position provides daily support to the project lead and project team members for projects as assigned. Will develop an understanding of the overall operations of the company. Areas of responsibility and interaction include the production process, the complexity of internal team/client/vendor relationships, meeting and event set up and coordination including meeting note process (taking, retaining, communicating), and various administrative tasks and duties. The individual will gain hands-on experience in an ever-growing and changing industry while being exposed to a variety of corporate clients. Works with internal groups to plan and execute programs; serves as a communication conduit – verbal and written.

Essential Responsibilities/Accountabilities

General responsibilities of administrative support to the assigned project lead and team include, but are not limited to:

• Maintain calendars and production schedules, coordinating internal and external resources and attendees for project-related meetings
• Maintain project related files in Google Drive, Box, Microsoft SharePoint, and Slack
• Coordinate the distribution of production and creative documentation as it relates to assigned projects.
• File and archive documents as needed.
• Organize expense reports, purchase requisitions, and submit proper documentation as directed.
• Coordinate with internal resources (Designers, Tech, and Production) to ensure that all work is completed efficiently and on schedule.
• Ensure prep, packaging, delivery, and distribution of project-related deliverables, documents, information, and materials as directed.
• Conduct project-related research.
• Participate in the overall office operation, including providing relief at the front desk, setting up/coordinating internal events for all employees, etc.
  
  

To perform this position successfully, each essential responsibility/accountability must be fulfilled satisfactorily. Reasonable accommodations may be made to enable an individual with disabilities to perform the responsibilities and accountabilities outlined above.

Other duties may be assigned to meet business needs.

Competencies

• Maintain calendars and production schedules, coordinating internal and external resources and attendees for project-related meetings
• Maintain project related files in Google Drive, Box, Microsoft SharePoint, and Slack
• Coordinate the distribution of production and creative documentation as it relates to assigned projects.
• File and archive documents as needed.
• Organize expense reports, purchase requisitions, and submit proper documentation as directed.
• Coordinate with internal resources (Designers, Tech, and Production) to ensure that all work is completed efficiently and on schedule.
• Ensure prep, packaging, delivery, and distribution of project-related deliverables,
• documents, information, and materials as directed.
• Conduct project-related research.
• Participate in the overall office operation, including providing relief at the front desk, setting up/coordinating internal events for all employees, etc.
• Demonstrates ability to take accurate and complete written meeting notes.
• Strong computer skills with the ability and desire to learn new technologies: Google Suite, Microsoft Suite, and/ or Keynote
• Proven communication and presentation skills: written, verbal, and numerical. Includes knowing when to ask for help or direction and initiating that communication.
• Ability to multitask in a creative open office environment.
• Detail-oriented, adaptable, and able to meet stringent deadlines with a high level of initiative, follow through, and self-motivation
• Ability to prioritize work assignments and focus on most critical tasks or know when to ask what to prioritize.
• Ability to work independently and as a team player.
• Ability to use independent judgement and sound decision-making skills.
• Must possess the ability to effectively perform research from a wide variety of outside sources with only minimal guidance.
  
  

Minimum Qualifications

To perform the essential responsibilities, individuals must have the following level of education and experience, or equivalent combination. Additionally, the following certifications, knowledge, skills, or physical requirements are necessary for the position.

• High School Diploma/ G.E.D equivalency; Associates or Bachelors degree preferred
• 1 years general office experience
• 1 year of production experience in a similar industry (Live Entertainment, Placemaking, film, TV, etc.)
  
  

TAIT is an equal opportunity employer fully committed to diversity and inclusion in the workplace. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran or any other protected characteristic as outlined by international, national, state, or local laws.

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