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 assessing equipment availability, identifying substitutions as needed, and coordinating subrentals when appropriate.

Responsibilities

• Ensure all impacted departments, including Sales, Project Management, and Operations, are informed of project requirements and updates, and hold them accountable for meeting project milestones.
• Manage equipment availability and, in collaboration with Asset Teams, define alternatives for unavailable equipment (e.g., substitutions, transfers, subrentals, and purchases), while still meeting project budget and revenue targets.
• Provide regular updates regarding equipment to Project Managers & Account Executives.
• Manage data in AMS, ensuring the project data for assigned projects is always up to date and accurate, including creating and managing change orders.
• Identify opportunities to capitalize on value-added expertise and non-core services.
• Coordinate and track non-core rental fulfillment.
• Schedule necessary prep with appropriate Branch location.
• Communicate Scope of Work and other relevant project data to Crew Chief and/or Prep Crew(s), and assist and support prep crews and prep techs as needed.
• Attend prep at Branch location to oversee execution.
• Maintain communication with Project Manager and/or Account Executive about any schedule delays.
• Confirm all logistics arrangements, including confirmation and handoff of truck manifest, and update delivery and driver contact details and order status in AMS.
• Aid in financial reconciliations, project closeout, and resolving billing discrepancies.
• Participate in continuous improvement projects and implementation of updated processes and procedures.
• Perform other tasks and projects as assigned.

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 have had exposure to other disciplines (Audio, Camera, LED, Lighting, Rigging, Video and/or Labor).
• Ability to independently solve problems and make decisions.

Qualifications

• High School Diploma or equivalent experience required.
• 2+ years experience in technical production, operations, or rental inventory management within the entertainment industry required.
• Experience meeting client requirements while managing to a set budget required.
• Working knowledge of equipment used in entertainment production.
• Advanced knowledge of Microsoft Office Suite and Salesforce.

Skills

• 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 have had exposure to other disciplines (Audio, Camera, LED, Lighting, Rigging, Video and/or Labor).
• Ability to independently solve problems and make decisions.

Benefits

Comprehensive health, dental, and vision insurance, paid time off, and a 401(k) retirement savings plan with matching contributions.

Pay

The base salary range for this position is $60,000-65,000. Actual salary to be determined by the experience, knowledge, skills, and abilities of the applicant combined with location and alignment with market data.

Schedule

This position is expected to report daily to a Branch location.