Live Events Project Coordinator

PRG is the world’s leading technology provider within the entertainment and events industry. Our mission is to bring together the power of our people with our production and rental expertise to deliver unforgettable events.

PRG has the largest inventory of production equipment for hire and offers a complete 360-degree range of services to clients within the live events industry. These include music touring and festivals, TV & Film, Theatre, Sports and E-sports and Corporate live events.

Our clients and partners rely on PRG’s innovation, experience and in-depth expertise in video, lighting, rigging, staging, virtual productions, and set & automation systems to bring their creative visions to life. With 38 offices located in North America, South America, Europe, the Middle East, Asia and Australia, PRG offers the ability to provide services worldwide by collaborating with our local partners.

This role is for the Live Events industry.

The Project Coordinator will directly interact with Account Executives, Project Managers, Technical Product Managers, Asset Teams and Branch Operations to ensure the timely and accurate execution of projects and orders, including assessing equipment availability, identifying substitutions as needed and coordinate subrentals when appropriate.

The Project Coordinator will also populate and manage orders in PRG’s Asset Management System (AMS) through the lifecycle of a project. The Project Coordinator will support both all project efforts through the delivery, and will provide coordination between the Company and internal and external prep crews. The Project Coordinator is expected to provide excellent customer service both internally and externally.

This position is expected to report daily to a Branch location.

Essential Functions

• Ensure all impacted departments, including Sales, Project Management, and Operations, are informed of project requirements and updates, and hold them accountable for meeting project milestones.
• Responsible for equipment management, including confirming equipment availability and, in collaboration with Asset Teams, defining alternatives for unavailable equipment (e.g. substitutions, transfers, subrentals and/or purchases), while still meeting project budget and revenue targets. Providing regular updates regarding equipment to Project Managers & Account Executives.
• Provide project updates and communication to Asset Team and confirm asset allocation
• Manage data in AMS, ensuring the project data for assigned projects is always up to date and accurate, including creating and managing change orders.
• Working with the Project Manager and Account Executive, identify opportunities to capitalize on value-added expertise and non-core services.
• Coordinate and track non-core rental fulfillment
• Schedule necessary prep with appropriate Branch location.
• As directed by Business Unit, communicate Scope of Work and other relevant project data to Crew Chief and/or Prep Crew(s), and assist and support prep crews and prep techs as needed.
• Attend prep at Branch location to oversee execution.
• Responsible for making sure gear is in prep bays as per order dates, and promptly communicate with Project Manager and/or Account Executive about any schedule delays.
• In collaboration with Logistics, confirm all logistics arrangements, including confirmation and handoff of truck manifest, and updating delivery and driver contact details and order status in AMS.
• Assist in financial reconciliations, project closeout and resolving billing discrepancies. May participate in continuous improvement projects and implementation of updated processes and procedures.
• Other tasks and project as assigned.

Knowledge, Skills, And Abilities

• Excellent verbal and written communication skills.
• Excellent customer service skills, including the ability to proactively deliver updates and information needed to support the project delivery.
• Strong organization and time management skills.
• Ability to handle multiple projects at once.
• Ability to work knowledgeably within at least one product discipline and have had exposure to other disciplines (Audio, Camera, LED, Lighting, Rigging, Video and/or Labor)
• Must be able to read and interpret technical drawings.
• Ability to independently solve problems and make decisions

Physical demands

• Must be able to remain in a stationary position for extended periods of time.
• Extensive typing required.
• The employee may occasionally lift and/or move up to 20 pounds.
• Must be able to communicate effectively by listening and in both written and verbal forms.

Required Education And Experience

• High School Diploma or equivalent experience required
• 2+ years experience in technical production, operations or rental inventory management within the entertainment industry required.
• Experience meeting client requirements while managing to a set budget required.
• Working knowledge of equipment used in entertainment production.
• Advanced knowledge of Microsoft Office Suite and Salesforce

PRG is an Equal Opportunity Employer.

PRG is a drug-free work environment, pre-employment testing will be required.

Production Resource Group LLC participates in E-Verify and will provide the federal government with your Form I-9 information to confirm that you are authorized to work in the U.S.

PRG cares about the safety of our employees and applicants. PRG does not use chat rooms for job searches or communications. PRG will never request personal information via informal chat platforms or unsecure email. PRG will never ask for money or an exchange of money, banking or other personal information prior to an in-person interview. Be aware of potential scams while job seeking.

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