AV Project Coordinator

CA$23.00-CA$33.00 per hour

Company Description Century Audio Visual is a commercial audiovisual solutions provider serving clients across the Greater Toronto Area and beyond. The team designs, supplies, installs, commissions, and supports professional AV systems for a wide range of commercial environments. Century Audio Visual focuses on delivering reliable, user-friendly solutions tailored to corporate offices, meeting rooms, classrooms, training spaces, public spaces, and other facilities. The company is committed to quality, responsiveness, and long-term client partnerships. Team members collaborate closely with clients and technology partners to implement modern, effective AV experiences.

Role Description The AV Project Coordinator supports project delivery operations for Century AV clients. This role is responsible for coordinating project logistics, documentation, scheduling, communication, procurement follow-ups, RMA processes, staging, and closeout activities to support efficient project execution. The position acts as a bridge between clients, sales and AV design team, Project Manager / Installation Manager, Warehouse Coordinator, technicians, and leadership. The role supports coordination between departments to help ensure projects are executed efficiently and professionally. This is an office-based role that requires strong organizational skills, communication abilities, technical awareness of AV systems, and the flexibility to support occasional project-related site activities.

Core Responsibilities

- Procurement & BOM Tracking

• Track BOM completeness with the Warehouse Coordinator and confirm that all required items are ordered.
• Coordinate with the Warehouse Coordinator on vendor follow-ups regarding deliveries, backorders, shipment timelines, and order status updates to support project operations.
• 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 RMA records, shipping details, replacement timelines, and warranty status updates.
• Coordinate shipment and return logistics for defective or replacement equipment.

- Project Scheduling & Logistics

• Update and distribute project schedules to all relevant parties.
• Coordinate site access, elevators, parking, deliveries, and building requirements.
• Send technicians and clients detailed site logistics information prior to scheduled work.
• Assist the Project Manager / Installation Manager with technician calendar coordination, labour scheduling, and technician allocation for project activities.
• Monitor labour allocation and notify management of scheduling conflicts or technician availability shortages.
• Track technician progress and follow up on outstanding tasks, updates, and completion status related to active projects.

- Documentation & Reporting

• Organize and maintain project documentation including scope revisions, change orders, shipping confirmations, and closeout records.
• Maintain AV/IT documentation including as-built updates, MAC addresses, serial numbers, network information, and device tracking records following project changes or completion.
• Collect commissioning reports and technician documentation.
• Create and maintain project folder structures.
• Compile closeout binders including manuals, warranties, programming files, and project records.
• Record meeting minutes during project meetings and distribute action items.
• Provide concise weekly project progress updates while flagging risks or delays.
• Track technician timesheets and labour allocations for management review.
• Maintain accurate RMA documentation, warranty tracking, and manufacturer correspondence records.
• Update and maintain project records, client information, and project activities within D-Tools.

- Project Staging & Deployment Coordination

• Coordinate with the Project Manager / Installation Manager and Warehouse Coordinator to ensure projects are properly staged prior to deployment.
• Verify project drawings, documentation, and deployment information are prepared and distributed before installation.
• Track readiness of project equipment including firmware updates, device configuration, programming uploads, and pre-configuration requirements.
• Coordinate equipment deployment schedules and staging timelines to support efficient installation execution.
• Assist in ensuring devices are properly labeled, documented, and prepared for field installation.
• Identify and escalate staging or deployment deficiencies that may impact project schedules or commissioning activities.

- Client & Communication Support

• Send holding responses to clients when immediate detailed responses are not possible.
• Ensure management and leadership remain informed of client communications and project escalations.
• Maintain professional communication with clients, vendors, technicians, and building representatives.
• Coordinate project follow-ups to confirm outstanding items and client requirements are addressed.
• Assist with scheduling client training sessions, follow-up visits, and project handover activities.

- On-Site & Field Support

• Join management on select site visits including kick-offs, commissioning, and milestone walkthroughs.
• Conduct low-risk site visits for measurements, photos, delivery confirmations, and project verification.
• Provide basic on-site project coordination support when required.
• Assist with delivery coordination and equipment verification when necessary.

- Closeout & Punch List Support

• Capture and track punch list items from clients, technicians, walkthroughs, and reports.
• Maintain centralized punch list trackers and coordinate task assignments.
• Monitor completion status and follow up until all items are resolved.
• Collect final redlined drawings, warranties, manuals, and documentation.
• Confirm final documentation delivery to clients.

Required Skills & Qualifications

• Strong organizational and multitasking abilities.
• Excellent verbal and written communication skills.
• Ability to coordinate multiple projects simultaneously.
• Familiarity with AV systems, construction coordination, and technical project environments.
• Comfortable working both in-office and occasionally in the field.
• Strong proficiency with D-Tools as the primary project tracking platform.
• Experience with scheduling tools, spreadsheets, and project documentation management.
• Valid driver’s license and ability to attend local project site visits when required.
• CTS or related AV industry experience considered an asset.

Key Traits for Success

• Highly organized and proactive.
• Strong sense of ownership and accountability.
• Able to remain calm and solution-focused under pressure.
• Team-oriented with strong customer service mindset.
• Adaptable between project coordination and occasional field support responsibilities.
• Technically inclined and solution-focused.
• Strives to be a reliable operational support resource for the Project Manager / Installation Manager.