Junior Project Coordinator, AV Event Management

2 months ago

Lanham, Maryland, United States Encore Full time

Job Overview

Position Summary

The Junior Project Coordinator plays a crucial role in overseeing small-scale events or segments of larger projects as designated. This role involves tracking progress and performance against established project timelines, addressing operational challenges, and minimizing potential delays. The Junior Project Coordinator will ensure the successful delivery of events by adhering to Technical and Production Standards while supporting the implementation of processes and Standard Operating Procedures (SOPs) that promote consistency in event execution. Collaboration with the Project Manager, Senior Project Manager, or Associate Director of Project Management is essential, as well as effective communication of onsite event plans with all stakeholders. Reporting directly to the Associate Director of Project Management is expected.

Key Responsibilities

Event Project Coordination

• Assist in the development and execution of a comprehensive work plan for segments of an event or a small project, identifying and sequencing necessary activities for successful completion.

• Evaluate and recommend equipment and labor needs for events, coordinating closely with the Project Management team.

• Assess and manage project risks to ensure client satisfaction while adhering to Technical and Production Standards.

• Cultivate and maintain strong relationships with clients at all organizational levels, delivering exceptional customer service with a focus on client retention.

Event Implementation

• Oversee the technical elements of the job, providing intermediate to advanced troubleshooting and problem-solving during the setup, operation, and dismantling of audio-visual systems.

• Assist in scheduling the delivery and collection of equipment for assigned events.

• Diagnose and resolve issues related to audio-visual and IT equipment.

• Engage with clients onsite to ensure their requirements are met and that equipment setups function correctly.

• Monitor events and check in on sessions throughout the day.

Financial Oversight

• Track cost control measures and communicate challenges to the Project Management team.

• Support the Project Management team in securing local internal resources to reduce external expenses.

• Ensure compliance with company policies and procedures to mitigate risks related to liability claims and property damage.

Administrative Duties & Training

• Complete post-event processes, including all reporting, confirming accurate entry of workforce hours, and ensuring the return of outsourced equipment to the designated provider.

• Assist in the training and development of technicians to enhance customer experience.

• Achieve Technical Level 3 Certification as per the company’s Technical Skill Set Matrix within the specified timeframe.

Qualifications

• Bachelor’s degree or equivalent experience.

• Minimum of 2 years of experience in audio-visual or related technical fields.

• At least 1 year of on-site crew experience.

• Preferred background in venue audio-visual and strong technical expertise.

• Excellent client relationship management skills.

• Strong written and verbal communication abilities.

• Ability to perform well under pressure.

• Capable of managing complex tasks in a fast-paced environment.

• Proficient problem-solving and troubleshooting skills.

• Experience with MS Office is required.

• Willingness to travel up to 50% may be necessary.

Competencies

• Optimizes Work Processes

• Financial Acumen

• Detail Oriented

• Problem Solving

• Drives Quality Results

• Communicates Effectively

• Hospitality

• Decision Quality

• Responsiveness

Work Environment

Work is conducted in a hotel or event venue setting, with moderate exposure to outdoor elements and varying noise levels. Team members will utilize high-end audio-visual equipment and electrical components, and may work at heights using lifts and ladders. Flexibility in working locations is required, with potential for irregular hours, including evenings, weekends, and holidays. Adherence to appearance guidelines as defined by the company is expected.

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