Project Coordinator

JOB DESCRIPTION

PROJECT COORDINATOR - LAS VEGAS (ONSITE)

ASTOUND is a global experience design company that specializes in the design and execution of memorable experiences for companies to share with their customers. ASTOUND is a multi-faceted business whose services include architectural fabrication, brand strategy, and development, retail design and store rollouts, digital engagements, trade show booths, branded events, and environments.

ASTOUND's offices span North America, with fabrication facilities that exceed 600,000 square feet. Key office locations include Las Vegas, Portland, and Toronto. ASTOUND's projects span over 40 countries and their clients are some of the most well-recognized brands across multiple industry sectors including consumer products, sports and entertainment, telecommunications, and technology.

The Project Management group within Astound's Las Vegas Facility is at the center of supporting the team; no matter the level. As a member of the project management team, your role is focused on project level support, working closely with and assisting the Project Management team to deliver projects successfully

The Project Coordinator is involved in a variety of tasks and responsibilities depending on the types or projects being worked on. These tasks can include support on research into materials or fabrication methods; updating of project documentation including schedule, budgets, show books and status reports; organizing and managing project information and documentation; purchase and work order creation; project planning and development support; vendor communication, show communication, and project wrap reconciliation.

Project Coordinators are constantly learning and have the opportunity and the support to define their own path within the organization.

To succeed, you will need to be a quick learner, always up for a challenge and excited to work on variety of projects across Trade Show, Experiential, Activation and Event Fabrication.

RESPONSIBILITIES

• Collaborate with project managers to develop project plans, including deliverables, timelines, and resource requirements.
• Create and maintain project documentation, such as launch packets, work orders, purchase orders, project request, change orders, status reports, show folders, wrap reports and project level maintenance across the server and internal software portals.
• Attend project launches to CAD, Facilities and/or other internal teams, client or vendors; ensuring a clean collection and/or creation of clear launch packet inclusive of approved design, scope of work, timeline, and detailed budgets with associated budgetary allocations.
• Assist Project Management in budget development, tracking, and monitoring of project expenditures inclusive of tracking and reporting any project costs variances, and recommending corrective actions to ensure project budgets are strictly adhered to and that profits are maximized.
• Assist Project Management in maintenance of, and adhere to, all project timelines of projects managed, inclusive of monitoring and reporting progress, investigating delays, and recommending appropriate actions to ensure all schedules are met.
• Assist Project Management in resource allocation and management, including work order submission and tracking, ensuring that resources are utilized efficiently throughout the project lifecycle.
• Collaborate with Project Management to identify, mitigate, monitor and (when necessary) escalate potential risks, issues, and bottlenecks that may impact project success.
• Assist Project Management in change control processes, including assessing change requests, evaluating impacts, and submitting approved change orders.
• Clearly communicate and facilitate the flow of information and statuses of tasks managed across all internal teams, inclusive of client services, operations, CAD, Graphics, Warehouse, Staging, Fabrication, third party vendors, and other internal stakeholders.
• Support quality assurance processes in collaboration with Project Management by assisting in the monitoring of project milestones and ensuring adherence to established standards and specifications. Assist in quality reviews and inspections as requested.
• Providing support to the Project Management team, such as organizing meetings, maintaining project calendars, and managing project-related correspondence.
• Source, contact, manage, negotiate, book, track and/or advise on negotiation with third party vendors and suppliers inclusive of show services, logistics, labor, materials,
• Coordinate project wrap with your Project Manager inclusive of final invoice collection, budget reconciliation, accurate record of all historical quotations, final invoices, detailed drawings, final renderings, and server maintenance for all projects managed.
• Flag opportunities for process improvement and efficiency gains.
• Other tasks as assigned.

DESIRED EDUCATION, EXPERIENCE, & QUALIFICATIONS

• Minimum one (1) year previous Coordination or Intern experience in one of the following areas: Commercial, Hospitality, Retail or Mixed-Use Construction Management; Architectural Project Management; Specialty Fabrication; Large Scale Event, Experiential or Trade Show Production; advertising or brand marketing.
• Basic ability, or willingness to learn how to interpret construction details, specifications, work orders, timelines, and billing or contractual documentation.
• Basic ability, or willingness to learn how to communicate fabrication approaches and methodologies.
• Ability to utilize basic measuring and layout tools in shop or in field as needed.
• Team player with ability to work collaboratively with individuals and teams at all levels of the organization.
• Enthusiastic learner with a drive to develop strong creative problem-solving, critical thinking, and analytical skills
• Know how to ask the right questions to get answers
• Ability to provide a clear, concise, accurate, and timely oral and written communication to the larger team
• Eagerness to learn project management methodologies including project plans, budgets, timelines, status reports etc.
• Able to work quickly but also remain extremely detail-oriented; maintaining a "right the first time" mindset
• Superior work ethic, self motivated & adaptable to ever-changing demands and hours, with ability to set priorities, re-focus, and action quick changes on multiple projects with shifting deadlines
• Motivated, responsive, and conscientious, with a commitment to delivering excellent service
• Familiarity or willingness to learn sales systems is an asset (Salesforce)
• Familiarity or willingness to learn and use enterprise tools, new technology and programs as needed (Airtable, MS Project, Excel, PowerPoint, Google Suite)
• Maintain a positive mindset, encourage teamwork, and act as an impeccable brand ambassador for ASTOUND.
• Degree in marketing/business/communications or evidence of continued growth through education, skills training, and professional development.

BENEFITS

Our employees are entitled to a standard set of benefits, including health and dental insurance and 401(k) with company match.

• Excellent Medical Insurance
• Excellent Dental Insurance
• Excellent Vision Insurance
• Paid Time Off, Holiday Pay
• 401K matching program after 60 days of employment
• 100% Company Life and Short-Term Disability Coverage
• Employee Referral Program
• FSA/ DFSA

DIVERSITY COMMITMENT

At ASTOUND, our commitment to diversity, equity, and inclusion is helping us to create not only a great place to work but also an environment where our employees, customers, and the communities we operate exist in a safe, productive, and enriching environment for everyone. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, disability, age, veteran status, and other characteristics protected by federal, state, or local laws.