Senior Audio Visual Project Coordinator - Virtual / Remote, USA

Virtual Req #2780
Friday, March 3, 2023
Senior Audio Visual Project Coordinator - Virtual / Remote, USA

What part will you play?
The Senior Project Coordinator (Sr. PC) is an integral member of the project team responsible for organizing, controlling, executing, and facilitating project activities. The Sr. Project Coordinator supports the logistics, planning, coordination, and project finances throughout the project lifecycle. Sr. Project Coordinators will work with the Sales and Technical Operations teams and will assist with project kick-offs, equipment ordering/tracking, through project closeout procedures. This includes, but not limited to, creating project documents, coordinating vendors, tracking procurement, scheduling and attending project meetings, as well as other project related tasks. The Sr. Project Coordinator works closely with the Project Management and Technical Operations Teams to ensure project success. 
 
What will you be doing?
  • Review project conversions and budgets to confirm that they align with customer purchase orders and contracts. Coordinates with sales and PM to resolve issues.
  • Provides efficient, accurate, and effective administrative support to the Tech Ops department.
  • Provides general administrative support for Project Teams and local management, depending on office location.
  • Assists the project team in staying current and compliant with Diversified policies, procedures, and standards. 
  • Coordinates with designated AR staff to initiate regular project billings per contract requirements and established billing rules. Including AIA billing documents if applicable. 
  • Provides project support mainly during the Initiating, Purchasing, and Closing Project 
  • Phases but is involved in the entire project lifecycle. 
  • Assist in posting all critical project documentation on enterprise document management portals. 
  • Is the primary interface between the PM and the Procurement Group. 
  • Assist in the management of the Bill of Materials (BoM) for active projects. 
  • Works with Shipping & Receiving to help coordinate project deliveries. 
  • Coordinate onsite deliveries, inventory, and other onsite tasks as needed. 
  • Attends training classes as required by the needs of the department and assigned by management. 
DAILY   
  • Provide administrative support for Project Managers regarding equipment ordering, tracking and documentation. Facilitate subcontractor/vendor quote approvals. 
  • Check on equipment delivery status for active projects and follow up with order entry on any unreceived or unpurchased items from POs, etc. 
WEEKLY   
  • Attend project meetings, internal and external. 
  • Review and prepare billing submittals for AR. 
  • Review Project financials. 
MONTHLY 
  • Organize monthly Cost reports for active projects. 
  • Review and prepare billing submittals for AR. 
  • Project closeout checklist tasks. 
  • Reproduce needed forms for project preparation. 
Complexity: 
The Sr. PC will receive initial project assignments from their supervisor/manager who works closely with the Project team. The Sr. PC is typically involved in administration of multiple projects at the same time. Although the PM has ultimate responsibility for a project, the Sr. PC assists with overall administration of our ERP and multiple aspects of coordination with a wide variety of stakeholders. 
The Sr. PC will maintain effective communication with their PM’s throughout their project work and general duties to ensure that all tasks are completed thoroughly. They need to know exactly where many projects are in their lifecycle and keep track of many project details and task needs.
 
Decision Making Authority: 
The Sr. PC is responsible for providing project support for Project Managers. They should work collaboratively with their project teams and supervisor to manage bandwidth and tasks. The Sr. PC will always get direction from the PM’s and management on any difficult or unusual situations.

Physical Working Environment: 
The physical demands described here are representative of those that may be met by an employee. The employee can typically spend less than 20% of their time on their feet and be required to be mobile around the office. The individual is regularly required to use keyboards, and mice. Specific vision abilities required for this job include close vision, distance vision, peripheral vision and depth vision. The employee will experience normal office conditions and be required to use office equipment such as computers, peripherals, etc. 

What do we require from you?
Education/Certifications: 
  • Minimum three year technical/business degree or equivalent work experience preferred. 
  • AVIXA CTS or Industry Certifications required. 
Required/Desired Knowledge, Experience and Skills: 
  • 5+ years of experience in a Project Coordinator support role and/or projects-related role. 
  • Experience with MS Office suite of software products with an emphasis on Excel, Word, Outlook, PowerPoint plus Adobe skills. Microsoft Teams a plus. 
  • Familiarity with Accounting Systems. Dynamics 365 a plus. 
  • Experience with Project management software, such as MS Project required. 
  • General Contractor, Construction, Security, Integration background a plus. 
  • Familiarity with AIA, Prevailing Wage, documents, and process a plus. 
  • Ability and willingness to mentor other team members. 
  • Empowered to act on behalf of PM when necessary. 
  • Client management skills a plus. 
  • Must be able to perform work duties in a team-oriented environment as well as remote locations. 
  • Effectively communicate both orally and written, relevant project information to the project team. 
  • Ability to adapt to shifting priorities seamlessly. 
  • Manage daily demands and timelines through analytical and problem-solving capabilities. 
  • Reacts to project adjustments and alterations promptly and efficiently. 
  • Skills to elicit cooperation from a wide variety of sources and all departments within the company. 
  • Strong financial acumen a plus. 
  • Well organized with the ability to rapidly switch tasks. 
  • Adept at conducting research into project-related issues and products. 
  • Ability to prioritize and execute tasks in a high-pressure environment is crucial.
To learn more about becoming part of the Diversified team, visit us at http://diversifiedus.com/about/careers/ or email us at careers@diversifiedus.com.  

Diversified is an equal employment opportunity employer and all aspects of employment will be based on job requirements, individual qualifications, merit, performance and business needs. We provide equal employment opportunities to all employees and applicants without regard to race, color, religion, national origin, gender, sexual orientation, gender identity, veteran status, age, disability or genetic information, or any other applicable characteristic protected under federal, state or local law. We celebrate diversity and encourage people of all backgrounds to apply for available positions.   Individuals needing assistance or an accommodation to complete an application due to a disability, may contact Human Resources at 800.811.2771.

Other details

  • Pay Type Hourly
  • Min Hiring Rate $26.44
  • Max Hiring Rate $31.25
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