AV Operations Coordinator

An Operations Coordinator position is responsible for the scope, schedule, cost, quality and client satisfaction of all company projects, from small scale to large, throughout their entire lifecycle. The Operations Coordinator works directly with technical, administrative, sales staff and management to effectively perform their job duties.

• Need to live in the San Diego area. This is an in office position.

What will you be doing?

Daily activities include project communications, scheduling, task lists for technicians, managing deliverables for clients and overseeing the completion of projects. The Ops Coordinator is responsible for managing projects and communicating with all project stakeholders. This person will be held accountable for following and helping to improve the established 5 North Media processes. They manage the schedule of our internal technicians, and the client relationship during the installation process, including expectations, communications and satisfaction of installations.

Key Responsibilities:

• Scheduling: Create and manage schedules for technicians based on equipment, client and construction timelines.

• Develops and maintains all related project schedules.

• Monitors the status of projects including cost, timing and staffing to ensure timely and accurate completion of projects.

• Ensures quality and continuous improvement.

• Coordinates training & turnover of projects to clients, service department, and sales.

• Coordinates all system programming internally and final checkout of systems.

  • Provides punch-list of remaining tasks after substantial completion

• Coordination & Communication:

• Work closely with clients and technical staff to understand requirements and ensure all resources are appropriately allocated.

• Serve as the primary point of contact for scheduling inquiries, changes, and updates.

• Provides accurate and timely written and verbal communications

• Ensures appropriate and frequent communication between stakeholders

• Coordinates all activities associated with the timely completion of projects to include running client and internal project meetings

• Coordinates with other internal and external personnel to solve work assignments

• Establishes and maintains communication with Account Executives, management, installation technicians, subcontractors, clients, etc.

• Develops and communicates project updates as required.

• Receives support and assistance from team members as needed in order to help them be successful and get the job done

  • Resolves destructive conflict and seeks support as necessary

• Assumes ownership of individual projects and assignments

• Provides constant monitoring of labor, equipment and materials budgets.

• Provides administrative support to project team members.

• Documentation: Maintain detailed records of schedules, assignments, and project milestones.

• Problem-Solving: Address and resolve any scheduling conflicts or issues that arise.

• Efficiency: Continuously look for ways to improve scheduling processes and operational efficiency.

Complexity: Every project is different, and project clients are different. The Operations Coordinator needs to deal with a widely varying set of expectations with many clients. The skill of communicating both verbally and in writing to manage all these variables takes a very high level of awareness, emotional intelligence and people management skills. The Ops Coordinator is constantly managing the forces of change in every project environment. Balancing schedules, budgets, scope, quality and client satisfaction are a very complex set of variables.

Decision Making Authority:

• Takes full ownership of projects

  • Acts as the single point of responsibility and accountability for the project and escalates issues quickly as they arise to keep the project on track.

  • Ensures schedule performance, quality of solution delivered to client, and client satisfaction.

  • Manages and reports on the project's financials, including ensuring budget performance and profitability. Ensures timely processing of a project to the admin team for billings to clients.

  • Demonstrates proactivity, responsiveness, and follow through.

• Communicates decision options to clients and assists in managing those decisions.

• Facilitates and tracks a complex array of decisions at every point of the project but is rarely the sole decision maker.

Physical Demands : The employee will experience normal office conditions and be required to use office equipment such as computers, peripherals, etc.

Safety:

• Ensure technical staff is equipped to wear appropriate PPE as the jobs and tasks require it.

• Ensure hazards are addressed and rectified in a timely manner.

• Participate in incident investigations and reporting.

• Conduct safety meetings with technical staff with assistance from management as needed.

• Prepare safety paperwork as needed including but not limited to JSA, and Site Safety Plans.

What do we require from you?

Education/Certifications:

• Associates/Bachelors degree required and/or equivalent experience.

• Willingness to acquire industry related certifications such as AVIXA CTS certification (within first year of employment)

• Other relevant certifications may be required or preferred based on the technology focus of the position.

Required/Desired Knowledge, Experience And Skills:

• 2 years of related professional experience

• MS Office

• Should show aptitude in many general areas listed:

  • Knowledge of working in commercial construction trades and settings is desired.

  • Familiarity with audio/video systems is also desired.

  • Knowledgeable low voltage electrical projects desired.

• Strong verbal and written communication skills.

• Good people skills.

• The Operations Coordinator shall have the ability and skills to diagnose and resolve technical, political and people related problems.

• Has a high level of both written and verbal communication skills.

• Approachable; works well on teams. Is a natural leader.

• Delegates effectively.

• Good at setting and managing people's expectations.

• Personally organized, manages time well, and sets clear priorities. Sets an example for preparation, punctuality, and professional appe.