What are the responsibilities and job description for the Audio/Video Project Assistant position at Team Kline?
Job Summary
This position is responsible for maintaining accurate project and job information, coordinating purchase orders and material needs, tracking materials and vendor lead times, supporting warehouse organization, and maintaining project workflows in company systems. The position also provides administrative and customer support by coordinating service calls, answering incoming calls, and communicating with customers, vendors, and internal teams.
Key Responsibilities
- Submit job number requests through Kline 360 for all new projects and service calls, ensuring customer information, labor costs, material costs, and contract values are accurate and complete.
- Maintain the audio/video shared project tracking spreadsheet to support accounting, billing, project coordination, and reporting.
- Create and maintain D-Tools projects and service calls, including assigning and updating job numbers.
- Coordinate purchase order requests with the Purchasing Department for required materials and vendors.
- Release approved materials and orders to vendors once required purchase orders have been issued.
- Coordinate the receipt, organization, and labeling of project materials in the warehouse, ensuring materials are clearly identified with the job number, project address, city, and builder or customer name.
- Maintain an organized and safe warehouse by properly storing materials and removing packaging, debris, and other unnecessary materials.
- Receive materials into D-Tools and monitor outstanding materials, backorders, and vendor lead times to support project schedules.
- Monitor project progress and update workflow statuses in D-Tools as project milestones are completed.
- Identify outstanding materials or project-related items requiring follow-up and communicate status updates to appropriate team members.
- Answer incoming office calls and provide professional and helpful assistance to customers, vendors, and employees.
- Schedule service calls and ensure service information, notes, and customer details are accurately documented.
- Coordinate information between project teams, purchasing, accounting, vendors, warehouse personnel, and customers as needed.
- Maintain accurate and timely project documentation and system records.
- Perform other duties and responsibilities as assigned.
Core Skills & Competencies
- Ability to manage multiple projects, tasks, and priorities while maintaining accuracy and meeting deadlines.
- Strong attention to detail and ability to maintain accurate project, purchasing, material, and customer information.
- Ability to learn and effectively use project management, purchasing, inventory, and accounting systems.
- Ability to coordinate materials, purchase orders, vendors, and project information across multiple departments.
- Ability to follow processes, retain information, accept coaching, and complete assigned tasks with minimal follow-up.
- Strong organizational skills and ability to maintain accurate, orderly, and accessible records and materials.
- Professional communication and customer service skills when interacting with customers, vendors, and coworkers.
- Ability to identify issues, follow up on outstanding items, and take initiative to resolve routine problems.
- Reliable attendance, punctuality, accountability, and strong work ethic.
- Ability to work independently while contributing effectively to a team.
- Basic understanding of purchasing, material tracking, invoices, material orders, and basic project documentation preferred.
- Must have ability to learn and effectively use company-specific software and systems.
- Previous experience working in the audio/visual industry a plus, but not required.
- Good communication, customer service, and detail-oriented.
- Reliable transportation to and from work.
Physical Requirements & Work Environment
- Regularly stand, walk, bend, kneel, and squat.
- Regularly lift, carry, push, or pull up to 50 pounds and heavier materials with assistance.
- Perform repetitive movements using hands and arms.
- Maintain the visual and hearing ability needed to work safely.