Job Descriptions

PROJECT/PREP COORDINATOR

JOB DESCRIPTION

General Summary

The Project/Prep Coordinator has primary responsibility of providing coordination, supervision, planning, and support for all project and labor-related initiatives, which may include temporary/freelance. Additionally, this role will assist/liaise between the sales, project, and operations teams to ensure that all rental and live events project needs are coordinated and communicated effectively.  

Responsibilities of Position: Duties include but are not limited to:

Organization Responsibilites  

• Work closely with Project Managers to establish objectives, budgets, and strategies 
• Review product specifications, maintaining a working technical knowledge of the goods or services 4Wall provides  
• Must adhere to all company policies 
• Utilize IT-supported software/Apps (i.e., Teams, OKTA, RW, etc.)
• Attend Sales/Production meetings 
• Maintain and operate per 4Wall quality standards in all work activities 

Personal Responsibilies 

Prep Coordination 

• Review orders and ensure all equuipment delivered to the prep area and loading dock is complete, organized, and presented as outlined in 4Wall SOPs in the appropriate time frame
• In coordination with the Operations Managers, manage the Prep Area Schedule 
• Act as a liaison/main point of contact during prep. This includes greeeting the client, ensuring they are set up, communicate/resolve any issues during prep with the Operations team and department heads
• Attend all assigned meetinfs to stay in the loop on upcoming and and active projects

Project Coordination

• Perform tasks necessary to keep project running smoothly, including but not limited to record keeping, project coordination and scheduling
• Working with Operations, Logisitics, and Sub-Rentals to ensure all eqiupment and supplies are delivered in line with project timeslines, including preps and on-site.  
• Make adjustments to orders as needed by prep crew with approval of PM or Sales Agent.  
• Coordinate with sales and estimating as needed to check pricing and labor on quotations for accuracty prior to sending it off to the client 
• Assist with reconciling estimated labor costs versus actual labor costs at project close

Labor Coordination 

• Manage the relationships with all the labor companies, ensuring 4Wall is receving favorable pricing, outstanding quality in labor pool, and excellent service
• In coordination with the Labor team, scheduling, coordinating, and supervising all temporary/contracted employees per specitfication of event/job
• When responsible for staffing, work closely with the Project Managers to understand specific labor needs 
• Ensure all temporary/contracted workers meet the qualifications necessary for each position 
• Ensure proper staffing of events occurs, and rectify any foreseen shortages in labor in a timely manner 
• On a weekly basis, collect and approve all CAPS temporary labor timesheets, submitting to the Labor Admin for payroll processing 
• Ensure all policies related to laborare being adhered to and enforced consistently 
• Seek feedback on temp labor and contract workers from PM to evaluate wrokers for future staffing needs and gain a better understanding of performance levels 

Team Responsibilites

• Communicate in a positive and professional manner with all 4Wall Entertainment employees. 
• Maintain the highest level of customer relations.
• Work in a safe manner and report any safety concerns to your direct supervisor, Operations Team, or General Manager.

Key Requirements

• Strong computer skills, including Word, Excel, and PowerPoint. Vectorworks and CAD knowledge is preferred, but not required 
• Familiarity with entertaining lighting, video, audio and other special event equipment 
• Ability to take directions as well as multi-task, while maintaining accuracy and attention to detail, in a fast-paced environment without supervision
• Must be able to effectively handle stressful situations and meet deadlines and goals
• Ability to demonstrate planning, organizing and time management skills
• Excellent written and verbal communication skills
• General knowledge of the respective local job and staffing markets is preferred, but not required
• Superior customer service skills to deal with clients as well as internal and external personnel.  

Physical Requirements

The job duties and tasks of this position require the employee to regularly stand and walk. Regular use of computer monitors and a keyboard/mouse will be required. The employee must regularly push, pull, bend, climb, reach, twist, and kneel as well as lift and/or move 75-100 pounds. Other physical requirements of the job include communication and visual acuity such as close vision, peripheral vision, depth perception and the ability to adjust focus. Generally, the employee will not be in a temperature-controlled work environment and may experience temperature variations due to local weather conditions.

Availability:

    •  Must be available to work in the evenings and weekends, as required.

Position Type

• Full-Time/Regular
• Based on the Fair Labor Standards Act (FLSA), management has analyzed this position and determined it to be exempt due to the Administrative Exemption.

Travel

• Minimal to no travel