Project Coordinator - AV Integration

About Diversified:

Diversified is a global leader in audiovisual and media technology. We design and build innovative spaces and experiences for clients across industries such as corporate, entertainment, sports, retail, and government. Our team partners with organizations around the world to create environments that connect people through technology.

What to Expect:

At Diversified, you’ll work on exciting and complex projects with opportunities to grow your career. We offer a collaborative and flexible work environment, competitive pay and benefits, and a culture that values diversity, inclusion, and innovation. If you’re ready to grow, create, and make an impact, Diversified is the place to do it.

Job Summary

The Project Coordinator (PC) is an integral member of the project team responsible for directing, organizing and controlling project activities. The Project Coordinator supports the logistics, planning and coordination throughout the project lifecycle. 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 Project Coordinator works closely with the Project Management and Technical Operations Teams to ensure project success. The Project Coordinator will also work closely with the coordination of various team members and stakeholders.

Location: Virtual U.S. position; Works hours 9- 5:00pm PST. preferred work location/time zone is Mountain (MST/MT) or Central (CST/CT).

Primary Duties and Responsibilities

• Review customer purchase orders and contracts for compliance with Diversified's policies and requirements. Coordinates with sales and PM to resolve issues. 
• Provides efficient, accurate and effective administrative and clerical support to the Tech Ops department 
• Provide general administrative support for Project Teams and local management 
• Coordinates with designated AR staff to initiate regular project billings per contract requirements and established billing rules. Including AIA billing documents if applicable. 
• Provides the most project support 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 
• Assist Project Managers in creating and initiating project change orders within our ERP. 
• Is the primary interface between the PM and the Procurement Group 
• Assist in the management of the Bill of Materials (BoM) for active projects 
• Working 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 clerical support for project managers regarding equipment tracking, 
  documentation logging and obtaining subcontractor/vendor quotes 
• Check on equipment delivery status for active projects and follow up with order entry on any missing POs, etc. 
• Provides efficient, accurate and effective administrative and clerical support 

WEEKLY

• Attend project meetings and assist PM’s with meeting agendas and tasks 

MONTHLY

• Organize monthly labor reports for active projects in the region 
• Reproduces needed forms for project preparation and service 

Education & Certifications

• High School diploma or GED 
• Two year technical/business degree or equivalent work experience preferred 
• AVIXA CTS Certification is desirable  

Competencies, Skills and Experiences

• 2+ years of experience in an administrative support role and/or projects-related role 
• Experience with MS Office suite of software products with an emphasis on MS Word skills 
• Familiarity with project management software, such as MS Project, is a plus 
• Experience at working both independently and in a team-oriented environment is essential 
• Technically competent with various software programs, such as Word, Excel, PowerPoint etc. 
• Effectively and accurately communicate relevant project information to the project team 
• Can conform to shifting priorities, 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 written and oral communication skill 
• Strong organizational skills 
• Adept at conducting research into project-related issues and products 
• Ability to prioritize and execute tasks in a high-pressure environment is crucial 
• Well organized with the ability to multi-task 
• Ability to work under the pressure of many simultaneous project needs 

Decision Making Authority

The PC is responsible for providing project and clerical support for project managers and the Tech Ops team. He/she should work transparently with their management to manage their bandwidth and tasks, as well as understanding Diversified’s processes and procedures. The PC will always get direction from the PM’s and management on any difficult or unusual situations.  

Physical Working Environment

Work will be performed in normal office environment. On-site presence will be as needed by the project, usually this is infrequent. While performing the duties of the job, frequently required to sit and talk or listen to others over the telephone and/or in person. The individual is regularly required to use their hands to finger keyboard and feel and reach with hands and arms. Specific vision abilities required for this job include close vision and the ability to adjust focus.

What We Offer:

We believe great people deserve great benefits. In addition to competitive compensation, we offer a comprehensive benefits package designed to support your health, financial wellbeing, and work-life balance:

• Multiple medical plan options to fit you and your family’s needs
  • HSA & HRA company contributions
• Dental coverage, including orthodontic benefits, and vision plans
  Company-paid benefits
  • Basic Life, AD&D
  • Short-Term and Long-Term Disability insurance
  • Employee Assistance Program (EAP)
• Generous paid time off — 3 weeks PTO plus company holidays and floating holidays
• 401k with company match
• Paid maternity leave
• Healthcare and Dependent Care Flexible Spending Accounts (FSA)
• A wide range of voluntary benefits including Critical Illness, Hospital Indemnity, Accident Insurance, Pet Insurance, Homeowners and Auto Insurance, Supplemental Life and AD&D coverage, and Legal Services
• Commuter benefits
• And much more