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Project Coordinator, Corporate Events

4 months ago

Secaucus, United States Production Resource Group Llc Full time

Overview : PRG is the world’s leading provider of services and solutions in entertainment and live events. Every day, we turn the creative vision of our customers into production and technical reality, deepening their connection to their audiences. What sets us apart are our people. No other company in our industry has such a deep and diverse bench of talent, working across theatre, TV, film, music, corporate events, equipment rental and more. With over 250 patents and registered trademarks, PRG is defined by innovation. And through our network of 38 offices spanning five continents, we can deliver for our customers anywhere around the globe. Responsibilities:
The Project Coordinator will directly interact with Account Executives, Project Managers, Technical Product Managers, Asset Teams and Branch Operations to ensure the timely and accurate execution of projects and orders, including assessing equipment availability, identifying substitutions as needed and coordinate subrentals when appropriate. The Project Coordinator will also populate and manage orders in PRG’s Asset Management System (AMS) through the lifecycle of a project. The Project Coordinator will support both all project efforts through the delivery, and will provide coordination between the Company and internal and external prep crews. The Project Coordinator is expected to provide excellent customer service both internally and externally. This position is expected to report daily to a Branch location.

**Essential functions**
- 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.
- Responsible for equipment management, including confirming equipment availability and, in collaboration with Asset Teams, defining alternatives for unavailable equipment (e.g. substitutions, transfers, subrentals and/or purchases), while still meeting project budget and revenue targets. Providing regular updates regarding equipment to Project Managers & Account Executives.
- Provide project updates and communication to Asset Team and confirm asset allocation
- Manage data in AMS, ensuring the project data for assigned projects is always up to date and accurate, including creating and managing change orders.
- Working with the Project Manager and Account Executive, 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.
- As directed by Business Unit, 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.
- Responsible for making sure gear is in prep bays as per order dates, and promptly communicate with Project Manager and/or Account Executive about any schedule delays.
- In collaboration with Logistics, confirm all logistics arrangements, including confirmation and handoff of truck manifest, and updating delivery and driver contact details and order status in AMS.
- Assist in financial reconciliations, project closeout and resolving billing discrepancies. May participate in continuous improvement projects and implementation of updated processes and procedures.
- Other tasks and project as assigned.

Qualifications:
**Knowledge, Skills, and Abilities**
- Excellent verbal and written communication skills.
- Excellent customer service skills, including the ability to proactively deliver updates and information needed to support the project delivery.
- Strong organization and time management skills.
- Ability to handle multiple projects at once.
- Ability to work knowledgeably within at least one product discipline and have had exposure to other disciplines (Audio, Camera, LED, Lighting, Rigging, Video and/or Labor)
- Must be able to read and interpret technical drawings.
- Ability to independently solve problems and make decisions

**Physical demands**
- Must be able to remain in a stationary position for extended periods of time.
- Extensive typing required.
- The employee may occasionally lift and/or move up to 20 pounds.
- Must be able to communicate effectively by listening and in both written and verbal forms.

**Required education and experience**
- 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

EEO and Disclosure:

- PRG is an Equal Opportunity Employer. PRG is a drug-free work environment, pre-employment testing will be required._
- This is a safety sensitive position and will requir