Project Coordinator

Summary:

The Project Coordinator plays a vital role within the project management team, providing essential support to project managers. This role involves handling administrative tasks crucial to the successful execution of projects involving audio-visual, digital signage, broadcast, hardware, and software implementation. Working under the guidance of project managers, the project coordinator collaborates with internal and external stakeholders to ensure tasks align with project schedules. Additionally, the project coordinator may occasionally be entrusted with overseeing smaller projects.

Furthermore, the project coordinator is tasked with updating the policies and procedures of the Project Management Office (PMO), guided by the PMO Director and Senior Project Manager.

Responsibilities

• Project Setup: Initiate and set up projects in our project management systems (Q360), ensuring accurate documentation and data entry.
• Documentation: Maintain project documentation and files (Sharepoint), ensuring they are organized and up-to-date.
• Client Communication: Act as a point of contact for clients, facilitating communication and ensuring client needs are met throughout the project.
• Scheduling: Coordinate project timelines, meetings, and activities to ensure projects stay on track and deadlines are met.
• Resource Management: Assist in managing project resources, including scheduling and allocation of team members.
• Reporting: Prepare and distribute project status reports, highlighting progress, issues, and solutions.
• Quality Assurance: Ensure project deliverables meet quality standards and client expectations.
• Facilitation: Foster and assist where needed to facilitate a smooth workflow between departments for successful project management.
• Procurement: Assist in procurement processes, including ordering and tracking of equipment and materials.
• Training: Coordinate customer training sessions and provide logistical support for remote training sessions.
• Team Support: Serve as a resource to team members, offering assistance and support as needed.
• Process Improvement: Actively participate in improving project management processes and standards.

Qualifications:

• Excellent organizational and multitasking skills.
• Strong communication and interpersonal skills.
• Detail-oriented with a focus on quality and accuracy while following established processes. 
• Problem-solving skills and the ability to adapt to changing project requirements.
• High prioritization skills, particularly when dealing with multiple stakeholders. 
• Ability to work independently and collaboratively in a team environment.
• A passion for technology and a desire to stay updated on industry trends.

Education/Experience

• High School diploma or equivalent. 
• Administrative experience with a keen interest in pursuing project management as a profession. Prior experience in project coordination, ideally within the AV, broadcast, or digital signage industry is advantageous. 
• Experience in coordinating schedules. 
• High level of proficiency with MS Office Suite, including MS Word, Outlook, and Excel.
• Familiarity with software such as MS Project, Smartsheets, MS SharePoint, and MS Visio.
• Prior experience with the Q360 ERP system is a plus.
• Familiarity with MS Project is advantageous.