Project Coordinator
About The Position
PRG is a provider of services and solutions for entertainment and live events, with work spanning theatre, television, film, music, corporate events, and equipment rental. The Project Coordinator works with Account Executives, Project Managers, Technical Product Managers, Asset Teams, Branch Operations, Logistics, and internal and external prep crews to support timely and accurate project and order execution. The role manages project orders and data in PRG’s Asset Management System (AMS) throughout the project lifecycle, coordinates equipment availability and alternatives, and provides customer service to internal and external stakeholders. The coordinator supports project delivery from planning through closeout, including equipment allocation, prep scheduling and oversight, logistics coordination, non-core rental fulfillment, and financial reconciliation. The role may also contribute to continuous improvement initiatives and updated processes and procedures.
Requirements
- High school diploma or equivalent experience.
- At least 2 years of experience in technical production, operations, or rental inventory management within the entertainment industry.
- Experience meeting client requirements while managing to a set budget.
- Working knowledge of equipment used in entertainment production.
- Advanced knowledge of Microsoft Office Suite and Salesforce.
- Excellent verbal and written communication skills.
- Excellent customer service skills, including proactively providing updates and information needed to support project delivery.
- Strong organization and time management skills.
- Ability to handle multiple projects simultaneously.
- Knowledge of at least one product discipline and exposure to other disciplines, such as Audio, Camera, LED, Lighting, Rigging, Video, and/or Labor.
- Ability to read and interpret technical drawings.
- Ability to solve problems and make decisions independently.
Responsibilities
- Ensure Sales, Project Management, Operations, and other impacted departments are informed of project requirements and updates, and hold them accountable for milestones.
- Manage equipment availability and, with Asset Teams, determine alternatives for unavailable equipment, such as substitutions, transfers, subrentals, or purchases, while meeting project budget and revenue targets.
- Provide regular equipment updates to Project Managers and Account Executives.
- Communicate project updates to Asset Teams and confirm asset allocation.
- Maintain accurate, current project data in AMS, including creating and managing change orders.
- Work with the Project Manager and Account Executive to identify opportunities for value-added expertise and non-core services.
- Coordinate and track non-core rental fulfillment.
- Schedule required prep with the appropriate Branch location.
- As directed by the Business Unit, communicate the Scope of Work and relevant project data to Crew Chiefs and/or prep crews, and assist and support prep crews and prep technicians as needed.
- Attend prep at a Branch location to oversee execution.
- Ensure gear is in prep bays according to order dates and promptly notify the Project Manager and/or Account Executive of schedule delays.
- Work with Logistics to confirm arrangements, including truck manifest handoff, and update delivery and driver contact details and order status in AMS.
- Assist with financial reconciliations, project closeout, and resolution of billing discrepancies.
- May participate in continuous improvement projects and implementation of updated processes and procedures.
- Perform other assigned tasks and projects.
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What This Job Offers
Job Type
Full-time
Career Level
Mid Level
Education Level
High school or GED
