Senior Project Coordinator - AV Integration

Job SummaryThe 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.Location: Virtual U.S. position; preferred work location/time zone is Mountain (MST/MT) or Central (CST/CT).

Primary Duties and Responsibilities

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 Opsdepartment.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 contractrequirements 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 onany 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.

Education & Certifications

High School Diploma or equivalentAVIXA CTS or Industry Certifications

Competencies, Skills and ExperiencesRequired

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.Familiarity with Accounting Systems.Experience with Project management software, such as MS Project required.Ability and willingness to mentor other team members.Empowered to act on behalf of PM when necessary.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.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.

Desired

Technical/business degree or equivalent work experience preferred.Microsoft TeamsDynamics 365General Contractor, Construction, Security, Integration backgroundFamiliarity with AIA, Prevailing Wage, documents, and processClient management skillsStrong financial acumen

Decision Making AuthorityThe 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 EnvironmentThe 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.