PROJECT COORDINATOR

Bluewater Technologies Group • Wixom, MI

10d • Hybrid

About The Position

The Project Coordinator, Live Events is responsible for providing administrative and logistical support to ensure the smooth execution of live and corporate event projects. This role is integral in coordinating labor, travel, documentation, and financial processes, and serves as a liaison between the project management, sales, and accounting teams. The Project Coordinator helps manage the flow of information, organizes project records, and ensures timelines and deliverables stay on track throughout the event lifecycle.

Requirements

• 2–5 years of experience in project coordination, event production, labor scheduling, or customer service
• High attention to detail and ability to manage multiple priorities in a fast-paced environment
• Effective communicator with strong interpersonal and organizational skills
• Proficient in Microsoft Office Suite and Google Workspace; experience with R2 or similar software preferred
• Comfortable working in a collaborative, team-oriented setting
• Ability to learn and adapt to new systems and tools quickly
• Strong work ethic and professional demeanor

Responsibilities

• Assist Project Managers with pre- and post-event administrative tasks
• Open new projects in systems including R2 (inventory management software), Google Calendar, and internal job folders
• Coordinate timely and accurate project closeout, including verifying documentation, change orders, and gear returns
• Ensure all required documents are filed appropriately and aligned with internal processes
• Support the accounting team with customer invoicing by verifying financial documentation, initiating invoice tasks, and resolving discrepancies
• Track in-process project milestones and follow up on deliverables
• Work with Project Managers to staff live events with qualified Bluewater employees and freelance contractors
• Maintain and update labor calendars and crew assignments
• Book travel and accommodations for traveling staff
• Prepare and confirm Crew Information Sheets for all live events
• Create, submit, and revise purchase orders for contract labor as needed
• Collect contractor invoices, obtain PM approvals, and submit reconciled invoices to accounting
• Reconcile Purchase Card (P-Card) expenses by assigning job numbers, attaching receipts, and posting transactions
• Act as an internal point of contact for coordination among project stakeholders
• Facilitate timely communication between team members to ensure project alignment
• Document and distribute meeting notes and action items
• Monitor and update relevant project timelines and schedules
• Other duties as assigned.

Benefits

• At Bluewater, you’ll help shape national brand experiences that inspire audiences and make people smile.
• Collaborate with passionate experts in creative, technology, and production.
• Work with purpose. Help shape moments that define brands and connect people.
• Grow your career through leadership development and exposure to cutting-edge A/V technologies while making a direct impact on flagship client projects and company growth.
• Be part of an innovative, growth-focused culture that prioritizes continuous improvement and partnership between Operations and Sales.
• Direct opportunities to influence client satisfaction, company growth, and industry innovation.
• Competitive compensation and comprehensive benefits.
• Thrive in a collaborative, People-Centric culture built on our EPIC values: Excellence, Passion, Integrity, and Collaboration - while Having Fun!
• Enjoy the flexibility of our hybrid work policy, with a balance of in-office collaboration and work-from-home days designed to support productivity, teamwork, and work-life balance.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: No Education Listed
• Number of Employees: 1-10 employees