Senior Project Coordinator

Advanced Systems Group, LLC enables creativity through better technology and operations for media creatives and content owners. From acquisition to delivery, on-premises or in the cloud, ASG ensures our clients’ success through tailored solutions. One of North America’s largest Media and Entertainment Technology and Operations suppliers, we provide engineering services, physical and cloud integration, training, support, and managed services. Our Managed Services deliver customized operations and services for all phases of media production, including creative and engineering. Founded in 1997, and providing nationwide services, ASG has teams based in North America, South America, and Europe.

Job Summary

The Systems Integration Senior Project Coordinator oversees audiovisual systems integration projects while ensuring client success.

This is a remote position within the US, with travel up to 5% as needed.

In this role, you will support a dynamic range of projects, including video production studios, sound recording studios, corporate event centers, video presentation systems, commercial sound systems, and screening rooms.

You will be part of the Broadcast Systems Integration and Professional Services team—a group of talented engineers and project personnel who thrive in a collaborative and fast-paced environment.

Essential Functions:

Presale Support (20%)

• Coordinate company resources to provide overall proposal administrative support.

• Create, manage, and update proposal quoting templates.

• Monitor vendor special pricing registration with inside sales or buyer groups.

• Organize and store proposal documentation in appropriate folders.

• Create and maintain System Integrations sales opportunities in Q360.

• Price out Q360 quotes or proposal BOMs.

• Participate in bid financial analysis with management and the proposal team.

Project Initiation and Execution (65%)

• Review and audit Q360 quotes for accuracy before creating new job IDs.

• Participate in project meetings with Project Managers, Engineers, Buyers, and other team members.

• Create, organize, file, and share project documentation and folders.

• Set up WBS and create time-bill tasks in Q360.

• Coordinate with procurement and vendors to ensure timely delivery of equipment and materials.

• Create and maintain inventory sheets, and provide periodic updates.

• Create and update project cost-to-complete sheets.

• Track and monitor project budgets in Q360.

• Prepare and manage customer-facing financial project reports.

• Assist with the change order process, including pricing, client documentation, and procurement.

• Maintain and track the project BOM throughout the entire lifecycle.

• Provide regular project team reports such as Lead Time, ETA, Back Orders, and RMA reports.

• Act as the process owner for the project RMA process.

• Coordinate project billing with the Project Manager and accounting team; prepare all billing backup documentation.

• Perform ad hoc project tasks as needed.

Project Close-Out and Warranty Support (15%)

• Support the Project Manager with close-out tasks including compiling submittals, generating net equipment and serial number lists, and collecting datasheets, manuals, and warranty information.

• Manage the financial close-out process in Q360.

• Set up one-year workmanship warranty contracts in Q360.

• Set up and manage service calls and warranty RMAs.

Competencies:

• Demonstrate strong business acumen and understanding of audiovisual systems integration.

• Exhibit excellent organizational, written, and verbal communication skills.

• Use advanced Microsoft Excel and Google Sheets tools effectively.

• Work efficiently with Word, SharePoint, and Smartsheet.

• Understand and apply ERP system workflows (preferably Solutions Q360).

• Manage multiple tasks and priorities in a fast-paced environment.

• Work independently and collaboratively with cross-functional teams.

• Show willingness to travel when necessary.

Required Education and Experience:

• Bachelor’s degree in business, broadcast engineering or a relative field

• 4+ years’ of project management experience

• Proficiency with MS Project, MS Excel, Word, and Google Sheets tools

• Knowledge of ERP system Solutions Q360 is preferred

This is a remote position within the United States, with travel up to 5% required.

Advanced Systems Group LLC provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.