Project Coordinator

AV Project Coordinator | On-Site | Mississauga, ON Century AV is seeking a highly organized, proactive, and detail-oriented AV Project Coordinator to support project delivery operations. This role works closely with project management, technicians, warehouse coordination, sales, AV design, and clients to help ensure projects are executed efficiently and professionally. The ideal candidate is an excellent communicator, technically inclined, capable of managing multiple priorities, and comfortable taking ownership of responsibilities while maintaining accuracy, efficiency, and attention to detail. Position Summary The AV Project Coordinator supports project delivery operations, including project logistics, documentation, scheduling, communication, procurement follow-ups, Return Merchandise Authorization (RMA) processes, equipment staging, and project closeout activities. The position acts as a central coordination point between clients, sales and AV design teams, the Project Manager / Installation Manager, Warehouse Coordinator, technicians, and leadership. This is primarily an office-based position requiring strong organizational skills, effective communication, technical awareness of AV systems, and flexibility to support occasional project-related site activities. Key Responsibilities - Procurement & BOM Tracking Track Bill of Materials (BOM) completeness with the Warehouse Coordinator and confirm that all required equipment and materials have been ordered. Coordinate with the Warehouse Coordinator on vendor follow-ups regarding deliveries, backorders, shipment timelines, and order status updates. Track equipment availability and identify potential procurement delays that could affect project schedules. Log low-stock items reported by technicians or management and coordinate replenishment with the Warehouse Coordinator. Coordinate and track RMA requests with manufacturers and vendors. Maintain accurate RMA records, shipping details, replacement timelines, and warranty information. Coordinate shipment and return logistics for defective or replacement equipment. - Project Scheduling & Logistics Maintain, update, and distribute project schedules to relevant stakeholders. Coordinate site access, elevator bookings, parking, deliveries, and building requirements. Communicate site logistics and installation details to technicians, clients, and other stakeholders before scheduled work. Assist the Project Manager / Installation Manager with technician calendar coordination, labour scheduling, and resource allocation. Monitor technician availability and identify scheduling conflicts or resource shortages. Track installation progress and follow up with technicians regarding outstanding tasks, project updates, and completion status. Escalate scheduling conflicts, potential delays, and operational concerns to management. - Project Documentation & Reporting Organize and maintain project documentation, including scopes of work, revisions, change orders, shipping confirmations, and closeout records. Maintain accurate project information, client records, and project activities within D-Tools . Update AV/IT documentation, including as-built information, MAC addresses, serial numbers, network details, and equipment tracking records. Collect commissioning reports, technician notes, and installation documentation. Create and maintain organized project folders and documentation structures. Compile project closeout packages containing manuals, warranties, programming files, and relevant records. Record meeting minutes and distribute action items following project meetings. Prepare concise weekly project progress updates, highlighting outstanding items, potential risks, and delays. Track technician timesheets and labour allocations for management review. Maintain accurate manufacturer correspondence and warranty documentation. - Project Staging & Deployment Coordination Coordinate with the Project Manager / Installation Manager and Warehouse Coordin…

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