Project Coordinator

Scene Ideas Inc.


Date: 1 hour ago
City: Richmond, BC
Salary: CA$24 - CA$28 per hour
Contract type: Contractor
Objective

  • The Project Coordinator is a developing project-support position that assists the Project Management, Sales, and Operations teams with the organization of live-event projects.
  • The role focuses on keeping project information organized, updating schedules and task lists, following up on assigned items, and preparing routine documents under the direction of a Project Manager.
  • This position is intended for someone who is organized, dependable, comfortable learning new systems, and interested in developing toward a future Project Manager role.

Duties

  • Provide administrative and coordination support to Project Managers and the Operations Team.
  • Maintain project files, checklists, schedules, contact information, drawings, approvals, and other project records.
  • Enter and update project information in company systems using information approved by a Project Manager.
  • Track assigned tasks and upcoming dates and follow up with the appropriate team members.
  • Gather missing project information and bring questions, conflicts, or possible delays to the Project Manager.
  • Prepare routine project documents, contact lists, site information, schedules, and meeting notes.
  • Assist with internal project meetings, production meetings, and project handoffs.
  • Communicate routine information to clients, suppliers, or subcontractors when directed.
  • Support project load-ins, event work, and load-outs from the office or onsite when required.
  • Complete other related support duties as assigned.

Project Support And Scheduling

  • Assist Project Managers in building and updating project schedules and work-back plans using established templates.
  • Record key dates for client information, drawings, purchasing, print, fabrication, rentals, delivery, installation, event activity, and removal.
  • Update schedules and task lists when approved project details change.
  • Follow up on assigned outstanding items and report overdue information to the Project Manager.
  • Help coordinate routine details for labour, trucking, equipment, rentals, travel, accommodations, and site access.
  • Distribute current approved schedules and project documents to the appropriate team members.
  • Flag overlapping dates, missing information, or other concerns for Project Manager review.

Quote And Sales Support

  • Assist with smaller or less complex quotes under the direction of a Sales Representative or Project Manager.
  • Enter approved quantities, labour, equipment, fabrication, print, transportation, rental, and purchased-item information into quotes.
  • Request and organize pricing from internal departments, suppliers, and subcontractors.
  • Check quotes for missing information, dates, quantities, and obvious errors before submitting them for review.
  • Maintain organized quote versions, client information, correspondence, and approvals.
  • Support the handoff of confirmed work from Sales to Project Management and Operations.
  • Record additions or changes that may affect pricing and bring them to the appropriate manager for review.

General Administration And Communication

  • Attend project, production, scheduling, and sales-handoff meetings as required.
  • Take meeting notes and record action items, responsibilities, and due dates.
  • Maintain organized electronic project folders and file documents in the correct location.
  • Assist with purchase-order requests, supplier paperwork, packing slips, receipts, timesheets, and delivery records.
  • Assist with project closeout by organizing final documents and identifying missing paperwork.
  • Communicate professionally and maintain confidentiality regarding clients, pricing, employees, and company information.

Skills & Experience Requirements

  • Previous experience in administration, coordination, customer service, sales support, event production, or a similar environment is preferred but not required.
  • Equivalent transferable experience, education, and demonstrated organizational ability will be considered.
  • An interest in live events, production, logistics, or project management.
  • Strong organizational skills and attention to detail.
  • The ability to follow instructions, use established processes, and complete assigned work accurately.
  • The ability to manage task lists, meet deadlines, and ask for direction when priorities conflict.
  • Clear and professional written and verbal communication skills.
  • Comfort asking questions when information is missing or unclear.
  • Working knowledge of Microsoft Outlook, Word, Excel, Teams, and shared filing systems.
  • Experience with rental, quoting, scheduling, CRM, or project-management software is an asset.
  • Experience in staging, scenic fabrication, audiovisual production, print, signage, rentals, logistics, or events is an asset.
  • A cooperative approach and willingness to learn from Project Managers, Sales Representatives, Operations, Production, Warehouse, Print, and Fabrication teams.

Schedule

  • This hourly position is based primarily in our Richmond office/shop, Monday to Friday from 7:30 a.m. to 4:00 p.m., with evening, weekend, and off-site event work required as project needs dictate.

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