DEFINITION

The AV Project Coordinator provides AV order administration and operations support for audio visual projects to ensure that policies and procedures are followed and gross profit is retained. They manage AV project orders throughout the project cycle from scheduling resources to product movement, change order processing and project closeout. They also provide prompt handling of Project Management and Sales inquiries related to system orders and provide general administrative support to all field personnel.

JOB FUNCTIONS

• Review available information and milestones for all new AV projects
• Contact client within 24 hours of receiving a new project to make introductions and determine if there is a hard go-live or desired start date
• Establish initial project timeline including product and labor deliverables
• Schedule all appropriate resources to meet the agreed upon milestones
• Adjust schedules as necessary to accommodate changes to the project
• Participate in internal or external project meetings
• Maintain project tracking database and update with meeting notes, RFIs, punch lists etc.
• Maintain project documents and files
• Enter and update project budgets
• Review and enter weekly timesheets from project teams
• Obtain subcontractor quotes and issue purchase orders when applicable
• Coordinate product movement through warehouse to requested locations
• Coordinate delivery, pickup or shipping of product
• Update or close warehouse delivery tickets
• Research and record equipment serial numbers
• Process external and internal change orders
• Ensure purchase orders reach vendors
• Acknowledge vendor orders and track product related to change orders
• Manage and resolve product returns
• Assist in the resolution of defective product and replacement ordering
• Provide reporting when requested
• Assist project team members with miscellaneous tasks as required

QUALIFICATIONS AND EXPERIENCE

• Solid interpersonal skills that enhance a team environment
• Positive and upbeat attitude with customer service orientation
• Ability to problem solve independently with a sense of urgency
• Strong math aptitude
• Detail oriented and organized
• Microsoft Office proficiency with Outlook, Word and Excel
• Understanding of CAD, Hedberg, Dtools, Procore and Connectwise preferred
• Knowledge and understanding of audio/visual products preferred
• Prior scheduling experience preferred
• Minimum of four years of related experience working with custom installation-driven processes & services required