Summary
A New York and Las Vegas based sound reinforcement system company servicing touring, broadcast and corporate clients is seeking a full-time Project Coordinator. Project Coordinators work as part of the Sales Team to facilitate various logistics and administrative tasks on an event-by-event basis. Each event is assigned to an Account Manager and Project Coordinator, who work as a team to bring exceptional customer service to clients and ensure all needs of the event are met. Project Coordinators are responsible for ensuring that events stay on track by coordinating with other departments, so all necessary elements are successfully executed, and maintaining a budget and following the event’s timeline as set forth by the Account Manager.
A great candidate for this job would be someone who enjoys jumping in on an ever-changing array of projects and appreciates that each day will vary greatly; what was on their to-do list at the start of the day may be entirely different by the end. With communication being a major component of the job, being invested in maintaining great relationships with all of our clients and their teams as well as our network of subcontractors will be rewarding. Firehouse prides itself on offering a supportive environment in the face of occasionally stressful or frustrating circumstances as we strive to make our clients’ shows a success. Schedules change, new deadlines appear, and budgets are adjusted, but someone who will excel in this position will have the ability to roll with the updates and move on to the next task. They will readily seek support from their team and utilize the tools they have before them to come up with solutions.
Responsibilities
- Manage crew bookings, all details/logistics and communication regarding crewing staff for events.
- Create labor purchase orders for freelancers.
- Book travel for crew often through coordination with client travel agents.
- Communicate with the Payroll Department to notify them of new freelance hires and ensure that freelancers are properly setup for payment.
- Review proposals for pending events including reviewing quotes prepared by Account Managers.
- Review, update and distribute all event scheduling information.
- Field questions that arise throughout the production process by gathering and organizing the mass of information that comes in on every job.
- Review and approve timesheets, invoices and expense reports for labor on each event, submit to Payroll Department and enter billable hours and expenses on client invoices.
- Gather information for paperwork related to events including NDAs, agreements, and insurance requirements.
- Schedule crew conflict meetings with Account Managers and Logistics Team.
- Generate invoices for events within 5 days of event’s end with Account Manager’s approval.
- Any added assignments required by the Account Managers for specific projects.
Requirements
- 1-2 years of administrative experience
- 2-3 years of administrative experience (preferred)
- A positive attitude and ability to keep the success of the Firehouse team top of mind even when faced with surprisingly busy days and a changing workload.
- Creative problem-solving skills and willingness to seek help from their team to come up with solutions as events evolve and present new challenges.
- Professional, customer service-focused communication skills when interfacing with clients, primarily over email.
- Clear and effective communication skills for sharing logistics with a diverse set of people from different backgrounds in the industry.
- Exceptional organizational and time-management skills to track many events at once.
- The ability to manage numerous tasks and pivot to new priorities that arise throughout the course of the day.
- The ability to self-manage to ensure all responsibilities are accomplished while maintaining a strong focus on the success of the Coordination team overall.
- An interest in work that is rarely consistent, while simultaneously staying on top of tasks that can be monotonous but necessary at times.
- Proficient in Microsoft Office/Teams (Word, Excel, Outlook, etc.) (required)
Pay: $45,000.00 - $55,000.00 per year
Benefits:
- 401(k)
- 401(k) matching
- Dental insurance
- Employee assistance program
- Flexible schedule
- Health insurance
- Health savings account
- Life insurance
- Paid time off
- Parental leave
- Vision insurance
Work Location: Remote
