What are the responsibilities and job description for the Job Title: Project Coordinator – Digital Signage & AV Operations position at Rhombus Services LLC?
Position Summary
We are seeking a proactive and detail-oriented Project Coordinator to serve as the air traffic controller for our national Digital Signage and Audio-Visual (AV) service programs. We are a tech-forward team that encourages the use of emerging tools and AI to enhance productivity. The ideal candidate isn't just organized—they are a productivity hacker who is curious about using AI to automate routine tasks and focus on high-impact coordination. In this high-visibility role, you will be the central hub for field operations, managing the end-to-end lifecycle of national technology installations.
Key Responsibilities
- Logistics & Resource Scheduling: Manage the end-to-end scheduling of field technician visits, including specialized after-hours and emergency service calls across multiple geographic regions. Coordinate the availability of technical teams for site surveys, hardware repairs, and system relocations.
- Workflow Optimization: Proactively identify opportunities to integrate AI tools (such as LLMs for drafting communications, meeting transcription tools for action items, or automation for data entry) to streamline project workflows and improve departmental efficiency.
- Project Lifecycle Management: Maintain and audit central project trackers to ensure all installation milestones, site surveys, and service calls are documented and up to date.
- Technician Sourcing & Multi-Party Coordination: Identify and secure qualified local technical resources for project-specific needs. Facilitate complex on-site meet-ups between internal technical teams, third-party installers, and client-side management.
- Stakeholder Communication: Serve as the primary operational hub for external partners, providing regular status reports and managing service-level expectations.
- Field Deliverable Quality Control: Review and organize site-specific deliverables, such as photographic evidence and system verification videos, to ensure they meet client audit and compliance requirements.
- Internal Alignment & Reporting: Bridge the gap between business development and technical field teams to ensure project scopes are accurately translated into field-ready instructions. Participate in recurring status meetings and work with Finance teams to ensure activities align with billing requirements.
Required Skills & Qualifications
- Experience: 2 years of experience in project coordination, dispatching, or operations, preferably in the AV, telecommunications, or facilities maintenance industries.
- AI Literacy & Tech Curiosity: A foundational understanding of (or a strong desire to learn) how generative AI tools (e.g., ChatGPT, Gemini, Copilot) can be applied to draft reports, summarize project logs, and manage high-volume email correspondence.
- Logistical Agility: Proven ability to manage a high volume of moving parts, including resolving scheduling conflicts and resource shortages in a time-sensitive environment.
- Detail Orientation: Exceptional tracking and organizational skills, with the ability to manage multiple calendars and project trackers simultaneously.
- Communication Excellence: Strong verbal and written communication skills for interfacing with both high-level corporate executives and field-level contractors.
- Systems Proficiency: Experience with the Microsoft Office Suite and project management software such as Smartsheet, Monday.com, or similar tracking and CRM tools.
Preferred Experience
- Familiarity with Digital Signage ecosystems and terminology (displays, media players, data cabling, and remote monitoring).
- Experience using AI-driven project management features or automation platforms (like Zapier, Make, or AI-integrated CRMs) to reduce manual administrative overhead.
- Previous experience coordinating national rollout programs for retail, cinema, banking, or Quick Service Restaurant (QSR) accounts.
Why Join Our Team?
We don’t just tolerate new technology; we embrace it. You will have the autonomy to experiment with AI-assisted workflows, helping us build a more efficient, modern operation while growing your own technical toolkit. In this role, your organizational skills directly impact the success of technology deployments for some of the world's most recognizable global brands. If you thrive on keeping complex projects on track, we want to hear from you.