Live Events Project Coordinator

About the role

The Project Coordinator will directly interact with various departments and teams to ensure the timely and accurate execution of projects and orders, including managing equipment availability, coordinating subrentals, and supporting project delivery.

Responsibilities

• Ensure all impacted departments are informed of project requirements and updates, and hold them accountable for meeting project milestones.
• Manage equipment availability, define alternatives for unavailable equipment, and maintain project data in PRG's Asset Management System (AMS).
• Provide regular updates to Project Managers and Account Executives regarding equipment status.
• Coordinate and track non-core rental fulfillment, and assist prep crews as needed.
• Communicate Scope of Work and other relevant project data to Crew Chiefs and Prep Crews, and assist with prep crew support.
• Attend prep at Branch locations to oversee execution, ensuring gear is in prep bays as per order dates, and promptly communicate with Project Managers and/or Account Executives about any schedule delays.
• Confirm logistics arrangements, update delivery and driver contact details, and order status in AMS.
• Assist in financial reconciliations, project closeout, and resolving billing discrepancies.
• Participate in continuous improvement projects and implementation of updated processes and procedures.

Requirements

• Excellent verbal and written communication skills.
• Strong organization and time management skills.
• Ability to handle multiple projects at once.
• Knowledgeable within at least one product discipline and exposure to other disciplines (Audio, Camera, LED, Lighting, Rigging, Video, and/or Labor).
• Ability to independently solve problems and make decisions.

Skills

• Advanced knowledge of Microsoft Office Suite and Salesforce.

Qualifications

• A high school diploma or equivalent experience.
• At least 2 years of experience in technical production, operations, or rental inventory management within the entertainment industry.
• Experience meeting client requirements while managing to a set budget.
• Working knowledge of equipment used in entertainment production.