Project Support Coordinator

Electro Acoustics specializes in designing, installing, and maintaining professional-grade audio, video, and stage lighting systems. With expertise in large-scale projects, the company serves a variety of venues, including performing arts centers, museums, houses of worship, stadiums, convention centers, civic facilities, and universities. Known for its high-quality solutions, Electro Acoustics focuses on providing exceptional technology for dynamic and engaging experiences.

DEPARTMENT:
Production

REPORTS TO:

Operations Manager

COMPENSATION:
Hourly, Non-Exempt

The Project Support Coordinator supports Project Managers, Operations, and the Production Team by coordinating project administration, materials, logistics, documentation, and communication throughout the project life cycle. This role ensures projects are properly planned, resourced, staged, and supported in accordance with Electro Acoustics (EA) standards, while also providing hands‑on warehouse, asset, and vehicle coordination as needed. The position serves as a force multiplier for Project Managers and Operations by reducing administrative burden and improving execution efficiency.

COORDINATES WITH:
Operations Manager, Customer Support Administrator, Project Managers, Warehouse Associate, Accounting Associate, Purchasing Associate, Controller

• Projects are properly planned, documented, and resourced.
• Project materials and equipment are staged accurately and on time.
• Administrative and financial documentation is accurate and timely.
• Vehicles, assets, and safety programs are maintained in compliance with EA standards.
• Stakeholders receive consistent, clear, and timely communication.
• Project Managers and Operations are freed from excessive administrative workloads.

• Assist Project Managers with maintaining project schedules, scope of documents, and project plans.
• Manage and organize all project documentation throughout the project life cycle (e.g., Microsoft Teams and Team Gantt).
• Support project administrative tasks including invoices, purchase orders, inventory tracking, and job shelves.
• Support and track tasks for team members as directed, ensuring clarity around milestones, deliverables, and timelines.
• Schedule project and stakeholder meetings, document outcomes, and generate status and progress reports in alignment with the EA project life cycle.
• Coordinate project handoff meetings, document action items, and follow up for completion.
• Maintain project folders and files in Microsoft Teams and on EA’s server.

• Coordinate allocation, staging, and kitting of materials, tools, and equipment to ensure project teams are properly prepared.
• Pre-stage project materials and coordinate logistics with the Warehouse team.
• Support shipping and receiving activities in accordance with established processes.
• Prepare packing slips for preconstruction materials and turnover gear at the beginning and end of projects.
• Deliver and pick up materials, tools, AV gear, and equipment as required, including scheduled or urgent (“hot shot”) needs.

• Maintain accurate asset, inventory, and vehicle tracking records.
• Update asset management systems to reflect current assignments and condition of company assets.
• Manage vehicle maintenance and inspection programs, including scheduling, in coordination with van assignees.
• Maintain accurate records in the GPS system.
• Conduct safety checks of ladders, tools, PPE, and other company equipment; coordinate required maintenance.
• Support safety initiatives, inspections, and training coordination.

• Serve as a liaison between Project Managers, Operations, Warehouse, Accounting, Purchasing, and Field teams as requested.
• Foster cross-functional collaboration to ensure project tasks and deliverables are completed effectively.
• Support R&D, continuous improvement, and other Production needs as required.
• Perform other reasonable duties aligned with project, production, and operational support as requested.

• Embrace and exemplify EA’s Core Values.
• Excellent people and communication (verbal and…