Project Coordinator at Century Audio… · Mississau…

AV Project Coordinator | On-Site | Mississauga, ON

Previous project coordination experience is required. AV industry experience is not mandatory, as training on AV systems and internal processes will be provided.

Century AV is seeking a highly organized, proactive, and detail-oriented AV Project Coordinator to support project delivery operations.

This role works closely with project management, technicians, warehouse coordination, sales, AV design, and clients to help ensure projects are executed efficiently and professionally.

The ideal candidate is an excellent communicator, technically inclined, capable of managing multiple priorities, and comfortable taking ownership of responsibilities while maintaining accuracy, efficiency, and attention to detail.

Position Summary

The AV Project Coordinator supports project delivery operations, including project logistics, documentation, scheduling, communication, procurement follow-ups, Return Merchandise Authorization (RMA) processes, equipment staging, and project closeout activities.

The position acts as a central coordination point between clients, sales and AV design teams, the Project Manager / Installation Manager, Warehouse Coordinator, technicians, and leadership.

This is primarily an office-based position requiring strong organizational skills, effective communication, technical awareness of AV systems, and flexibility to support occasional project-related site activities.

Key Responsibilities

- Procurement & BOM Tracking

• Track Bill of Materials (BOM) completeness with the Warehouse Coordinator and confirm that all required equipment and materials have been ordered.
• Coordinate with the Warehouse Coordinator on vendor follow-ups regarding deliveries, backorders, shipment timelines, and order status updates.
• Track equipment availability and identify potential procurement delays that could affect project schedules.
• Log low-stock items reported by technicians or management and coordinate replenishment with the Warehouse Coordinator.
• Coordinate and track RMA requests with manufacturers and vendors.
• Maintain accurate RMA records, shipping details, replacement timelines, and warranty information.
• Coordinate shipment and return logistics for defective or replacement equipment.

- Project Scheduling & Logistics

• Maintain, update, and distribute project schedules to relevant stakeholders.
• Coordinate site access, elevator bookings, parking, deliveries, and building requirements.
• Communicate site logistics and installation details to technicians, clients, and other stakeholders before scheduled work.
• Assist the Project Manager / Installation Manager with technician calendar coordination, labour scheduling, and resource allocation.
• Monitor technician availability and identify scheduling conflicts or resource shortages.
• Track installation progress and follow up with technicians regarding outstanding tasks, project updates, and completion status.
• Escalate scheduling conflicts, potential delays, and operational concerns to management.

- Project Documentation & Reporting

• Organize and maintain project documentation, including scopes of work, revisions, change orders, shipping confirmations, and closeout records.
• Maintain accurate project information, client records, and project activities within D-Tools.
• Update AV/IT documentation, including as-built information, MAC addresses, serial numbers, network details, and equipment tracking records.
• Collect commissioning reports, technician notes, and installation documentation.
• Create and maintain organized project folders and documentation structures.
• Compile project closeout packages containing manuals, warranties, programming files, and relevant records.
• Record meeting minutes and distribute action items following project meetings.
• Prepare concise weekly project progress updates, highlighting outstanding items, potential risks, and delays.
• Track technician timesheets and labour allocations for management review.
• Maintain accurate manufacturer correspondence and warranty documentation.

- Project Staging & Deployment Coordination

• Coordinate with the Project Manager / Installation Manager and Warehouse Coordinator to ensure projects are properly staged before deployment.
• Verify that project drawings, installation documentation, and deployment information are prepared and distributed before installation.
• Track equipment readiness, including firmware updates, device configuration, programming uploads, and pre-configuration requirements.
• Coordinate staging schedules and equipment deployment timelines to support efficient installation.
• Assist with ensuring equipment is properly labeled, documented, and prepared for field installation.
• Identify and escalate equipment shortages, staging deficiencies, or deployment issues that could affect installation or commissioning schedules.

- Client & Internal Communication

• Maintain professional and timely communication with clients, vendors, technicians, and building representatives.
• Acknowledge client inquiries and coordinate additional information with the appropriate team members.
• Ensure management remains informed of important client communications, project issues, and escalations.
• Follow up with internal departments to ensure outstanding project requirements and action items are addressed.
• Coordinate client training sessions, follow-up visits, and project handover activities.
• Support effective communication and collaboration between project management, sales, AV design, warehouse personnel, and installation teams.

- On-Site & Field Support

• Attend selected project site visits, kick-off meetings, commissioning activities, and milestone walkthroughs.
• Conduct basic site verification visits to collect measurements, photographs, delivery confirmations, and project-related information.
• Provide occasional on-site project coordination support when required.
• Assist with equipment delivery coordination and verification when necessary.

- Project Closeout & Punch List Management

• Collect and track outstanding punch list items identified by clients, technicians, and project walkthroughs.
• Maintain organized punch list trackers and coordinate task assignments.
• Monitor completion progress and follow up until outstanding items are resolved.
• Collect final redlined drawings, warranties, manuals, and project documentation.
• Coordinate final documentation delivery and support project closeout activities.

- Required Skills & Qualifications

• Strong organizational and multitasking abilities with excellent attention to detail.
• Excellent written and verbal communication skills.
• Ability to coordinate multiple projects, competing priorities, and deadlines simultaneously.
• Experience with project coordination, scheduling, logistics, or related operational responsibilities.
• Familiarity with commercial AV systems, construction coordination, and technical project environments.
• Strong proficiency with D-Tools as a project tracking and documentation platform.
• Proficiency with Microsoft Office applications, particularly Excel and Outlook.
• Experience with scheduling tools, spreadsheets, and project documentation management.
• Ability to communicate professionally and effectively with clients, vendors, technicians, and internal departments.
• Comfortable working primarily in an office environment with occasional project-related site visits.
• Valid driver's licence and ability to attend local project sites when required.

- Preferred Qualifications

• Previous experience with a commercial audiovisual integration company.
• Familiarity with AV equipment, installation processes, technical drawings, and system documentation.
• Experience coordinating equipment procurement, vendor deliveries, and RMA processes.
• Knowledge of Microsoft Teams, Planner, and other project coordination tools.
• CTS certification or other relevant AV industry credentials.
• Experience supporting project managers, installation teams, or technical project delivery operations.

Key Traits for Success

We are looking for someone who demonstrates:

• Proactivity: Takes initiative, anticipates potential issues, follows up without constant reminders, and helps keep projects moving forward.
• Ownership & Accountability: Takes responsibility for assigned tasks and follows through to completion.
• Organization: Maintains accurate records, tracks multiple responsibilities, and stays on top of deadlines and outstanding items.
• Communication: Provides timely updates, asks questions when clarification is needed, and reports issues or potential delays early.
• Efficiency & Attention to Detail: Works productively while maintaining accuracy, quality, and consistency.
• Problem-Solving: Remains calm under pressure, identifies potential solutions, and escalates issues appropriately.
• Teamwork: Collaborates effectively with project management, technicians, warehouse personnel, and other departments.
• Adaptability: Adjusts to changing priorities and supports various aspects of project coordination.
• Technical Aptitude: Demonstrates an interest in understanding AV technology and the technical requirements of projects.
• Reliability: Provides consistent, dependable operational support to the Project Manager / Installation Manager.

Reporting & Decision Structure

The AV Project Coordinator operates in a support and coordination capacity across project delivery operations.

For project-related matters, including scheduling priorities, labour allocation, scope coordination, project logistics, and client-facing project decisions, the Project Manager maintains final decision-making authority.

The coordinator is expected to proactively manage assigned responsibilities, facilitate communication between departments, identify operational concerns, and escalate conflicts or resource limitations when management direction or approval is required.

Pay: $55,000.00-$65,000.00 per year

Benefits:

• Casual dress
• Company events
• Dental care
• Life insurance
• On-site parking
• Paid time off
• Vision care

Application question(s):

• Are you comfortable working in a fast-paced environment where schedules and priorities can change frequently?
• Do you currently hold a valid "G" driver’s license?
• Are you comfortable working in an office-based position with occasional visits to client project sites?
• How many years of experience do you have in project coordination, project administration, or operations coordination?
• Are you legally authorized to work in Canada?
• Describe your experience coordinating multiple projects, including scheduling, procurement follow-ups, and project documentation.

Work Location: In person