Job Descriptions

PROJECT COORDINATOR 

JOB DESCRIPTION

General Summary 

The Project Coordinator is responsible for assisting Sales, Project Managers, and the Project Director in coordinating tasks necessary to keep a project running smoothly including records keeping, project coordination and scheduling.

Responsibilities of Position: Duties include but are not limited to:

Organizational Responsibilities

• Maintain and operate per 4Wall quality standards in all work activities. 

Personal Responsibilities

Sales

• Coordinate with sales and estimating as needed to check pricing & labor on quotations for accuracy prior to sending it off to the client.
• Create cutsheets and project submittal packages as required for new sales.
• Solicit bid proposals from suppliers.
• Review product specifications, maintaining a working technical knowledge of the goods or services 4Wall provides.
• Attend bi-weekly project meetings – as needed and when time allows to stay in the loop on upcoming and active projects.
• Assist with project billing and billing schedule.
• All other duties as assigned.

Project Management Coordination

• Coordinate with Project Management as needed
• Perform tasks necessary to keep a project running smoothly including, but not limited to:
  • Records keeping, project coordination and scheduling.
  • Assist with generating Operation & Maintenance Manuals.
  • Verify order acknowledgement details against purchase orders.
  • Solicit freight quotes from vendors or internal freight logistics, when requested by sales team, estimating or project management.
  • Monitor shipments from suppliers to ensure that goods are delivered in line with project timelines.
  • Assist with the coordination of equipment deliveries to jobsites.
  • Request and process RMAs for goods returning/exchanged to suppliers as needed.
  • Assist with reconciling estimated labor costs versus actual labor costs at project close.
• All other duties as assigned.

Box Goods Orders

• Assist with the coordination of boxed goods orders, including but not limited to:
  • Procurement & all related procurement tasks.
  • Receive equipment into Rental Works.
  • Send packing lists/vendor invoices to AP for processing.
  • Generate out contracts.
  • Provide tracking to client/end user.
  • Cue Accounts Receivable for invoicing upon completion

Team Responsibilities

• Communicate in a positive and professional manner with all 4Wall Entertainment employees
• Attend and participate in bi-weekly project meetings and weekly sales meetings
• Maintain the highest level of customer relations
• Work in a safe manner and report any safety concerns to your direct supervisor or General Manager

Key Requirements

• Familiarity with entertainment lighting, audio, and other special event equipment
• Ability to manage multiple tasks simultaneously while maintaining accuracy and attention to detail
• Ability to demonstrate planning, organizing and time management skills
• Excellent written and verbal communication skills
• Must be responsible, self-motivated, self-starter, personable and well organized
• Must adhere to all company policies, SOPs, and other management directives. 

Physical Requirements

The job duties and tasks of this position require the employee to regularly sit. The employee may choose to stand and move within their working area. Regular use of computer monitors and a keyboard/mouse will be required. The employee must occasionally lift and/or move up to 2 pounds. Other physical requirements of the job include the ability to communicate. Generally, the employee will be in a temperature-controlled work environment set for general comfort.

Availability

• Must be available to work in the evenings and weekends, as required.

Position Location and/or Territory and Travel

• Position will require travel on occasion

Position Type

• Full-Time/Regular
• Based on the Fair Labor Standards Act (FLSA), management has analyzed this position and determined it to be exempt due to the Administrative Exemption.