Senior 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 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; Works hours 9- 5:00pm PST. 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 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. 

Education & Certifications

• High School Diploma or equivalent
• AVIXA CTS or Industry Certifications

Competencies, Skills and Experiences

Required

• 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 Teams
• Dynamics 365
• General Contractor, Construction, Security, Integration background
• Familiarity with AIA, Prevailing Wage, documents, and process
• Client management skills
• Strong financial acumen

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 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