Summary

The Project Coordinator plays a vital role in supporting the Project Management team in the planning, execution, and completion of audiovisual projects. This is an office-based, hands-on role with a regular schedule of Monday to Friday, 8:00 a.m. to 4:00 p.m. Daily attendance at the office is required, except when completing assigned deliveries, site visits, or other vendor or training events.

The Project Coordinator supports project logistics, documentation, scheduling, and administration to help teams deliver high-quality AV systems on time. The role also includes coordinating equipment deliveries and personally transporting equipment to project sites using company vehicles, including a cube truck.

Responsibilities

- Project Support & Coordination: Assist the Project Management team in organizing and coordinating project activities. Work closely with clients, internal teams, and external stakeholders to support project scope, requirements, and milestones.
- Office & Operational Support: Provide reliable, daily support from the office between 8:00 a.m. and 4:00 p.m. Help address day‑to‑day project needs, respond to logistical issues, and coordinate with project managers, purchasing, and field teams.
- Delivery & Logistics Coordination: Coordinate equipment deliveries, pickups, and transfers between warehouses and project sites. Confirm equipment readiness, delivery timing, site contacts, access requirements, and any special handling needs.
- Warehouse operations support: Assisting in organization of warehouse and assist in record keeping of incoming & outgoing hardware for relevant projects. Assuring that consumables inventory is kept up to date and ordering as required to maintain mandatory minimum stock levels.




- Equipment Transportation: Drive company vehicles, including a cube truck, to deliver and collect equipment as required. Assist with loading and unloading, verify equipment against delivery documentation, secure loads appropriately, and obtain confirmation of receipt. Follow company vehicle procedures and site safety requirements.
- Resource & Schedule Management: Help manage project schedules, timelines, and resource allocations. Ensure team members have the tools, materials, equipment, and information needed to meet project milestones.
- Budget Monitoring: Track project expenses, including product, material, delivery, and labour costs. Assist in maintaining budget accuracy and provide updates to the Project Manager.
- Documentation & Reporting: Maintain accurate and current project documentation, including technical drawings, change orders, delivery records, and progress reports. Assist in preparing project close‑out documentation.
- Communication: Serve as a key point of contact for internal teams and clients, ensuring project updates, delivery arrangements, issues, and solutions are communicated clearly and promptly.
- Quality Assurance Support: Collaborate with the technical team to support quality control processes and help ensure systems meet project requirements and client expectations.



Assist the Project Manager and field engineers with coordinating commissioning activities and tracking outstanding issues.
- Risk Management Support: Work with the Project Manager to identify and track potential risks. Assist in implementing contingency plans to mitigate risks and resolve unforeseen challenges quickly.
- Client Engagement: Support the Project Manager in maintaining client communication and satisfaction throughout the project lifecycle. Provide timely updates and help coordinate responses to client concerns.

Accountability/Reporting

The Project Coordinator reports directly to the Director of Project Management and provides secondary support to other management team members, employees, and clients.

Qualifications

- 1-2 years of project coordination experience, preferably in audiovisual integration, IT, telecommunications, or construction.
- Proficient with Microsoft Office, particularly Word, Excel, and Outlook.
- Familiarity with project management tools and methodologies.
- Solid organizational skills, attention to detail, and the ability to manage multiple priorities.
- Excellent written and verbal communication skills.
- Comfortable balancing office-based coordination with hands‑on logistics and equipment deliveries.
- Willing and able to safely drive company vehicles, including a cube truck. Previous cube truck or commercial delivery experience is an asset.
- Valid driver’s licence appropriate for the assigned vehicle, a clean driving record, and eligibility under the company’s vehicle insurance requirements.
- Ability to safely assist with loading, unloading, and moving AV equipment using appropriate handling equipment and team assistance.
- Must hold or be a

📌 Project Coordinator (Toronto)
🏢 Branch AV
📍 Toronto