Operations & Project Coordinator

Overview We are an Ottawa-based audiovisual and technology integrator serving commercial, government and residential clients throughout the National Capital Region. We design, supply and install audiovisual systems, conference and collaboration technology, digital signage, networking and structured cabling, surveillance, access control, audio systems and smart-home solutions. As our project volume continues to grow, we are looking for an organized and dependable Operations & Project Coordinator to help manage the day-to-day coordination of projects from approved sale through installation and closeout. This role is ideal for someone who enjoys keeping projects organized, communicating with clients and vendors, following up on details, and making sure nothing falls through the cracks. Position Overview The Operations & Project Coordinator will work closely with management, sales, technicians, clients, contractors, manufacturers and distributors. The role will be responsible for coordinating project schedules, equipment, documentation, site readiness, installation requirements and project closeout. This is primarily a coordination and operations role. Advanced AV system design or programming experience is not required, although previous experience in audiovisual, construction, electrical, low-voltage, IT or a related technical industry would be an asset. Responsibilities Coordinate approved projects from sales handoff through installation and closeout Schedule installations, service visits and site activities with clients and technicians Confirm site readiness, access requirements and installation dates before technicians are dispatched Coordinate with clients, general contractors, consultants, vendors and other trades Track equipment orders, deliveries, backorders and project-specific materials Confirm required equipment and documentation are available before installation Prepare project information and installation packages for technicians Maintain accurate project status information and follow up on outstanding items Review technician daily reports and follow up on deficiencies, missing equipment or return visits Coordinate service calls and outstanding project deficiencies Maintain project documentation, site photos, correspondence and closeout information Assist with purchase-order and supplier documentation Ensure project-related invoices, receipts and expenses are identified with the correct project Assist management and bookkeeping staff with questions regarding project transactions Track client-requested changes and ensure potential change-order work is brought to management for approval Assist with project handoff, completion and final documentation Support general operational and administrative requirements as needed Qualifications We are looking for someone who is: Highly organized and detail-oriented Strong at following up and keeping multiple projects moving at the same time Comfortable communicating professionally with clients, vendors, contractors and technicians Able to identify missing information and proactively follow up Comfortable working with spreadsheets, email, cloud-based software and project documentation Able to work independently while knowing when to escalate an issue Strong in written and verbal communication Comfortable working in a small, growing company where responsibilities can evolve Experience in any of the following would be considered an asset: Audiovisual integration Construction coordination Electrical or low-voltage contracting Security or access-control systems IT/networking Telecommunications Project coordination Service coordination Purchasing or procurement QuickBooks Online Connecteam or similar scheduling/time-management software Work Arrangement Ottawa-based position Combination of office-based coordination and occasional site visits Part-time to start Potential to grow into a full-time position as project volume increases Schedule will generally be during normal business hours, w…

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