Project Coordinator

How You’ll Contribute: A Senior Project Manager (SPM) is responsible for the scope, schedule, cost, quality and client satisfaction of a project throughout its entire lifecycle, from Initiating through Closing phases. However, the PM depends on the help of other people to perform most of the actual activities of the project. A project manager’s role is primarily focused around written and verbal communication to all project stakeholders. The PM is responsible for overseeing and performing project management functions on all AVE projects, budgets and scopes. The PM will act as the person responsible on their assigned projects and have direct control over all project activities. The Senior Project Manager will also mentor other Project Managers with the company. The SPM will be assigned the largest, most complex and sensitive projects. This position will be providing direction to a wide range of internal and external personnel. Location Preference- NYC area  What You’ll Do: * Daily activities include project communications, scheduling, task lists for technicians, managing deliverables from engineering, CAD and Programming and overseeing the completion of projects. * The PM is responsible for completing systems integration projects on time, on budget and achieving high customer satisfaction from our customers. * The majority of this employee's time will be spent managing projects and communicating with all project stakeholders. * This person will be held accountable for following and helping to improve the established Diversified processes. * As the primary interface to the client, the project manager develops a strong long-term relationship. * Managing the client relationship, including expectations, communications and satisfaction. * Coordinates and communicates. * Provides clear leadership and ownership for the project within Diversified, including accurate and timely verbal and written communication and follow up. * Coordinates all activities associated with the timely, accurate and on-budget completion of the project, including engaging stakeholders, delegating responsibilities clearly and running client and internal project meetings. * Provides support and assistance to team members as needed in order help them be successful and get the job done. * Ensures appropriate and frequent communication between stakeholders. Resolves destructive conflict. * Designs, plans, and coordinates work teams with regard to AVE installation projects Assumes ownership of individual projects and assignments * Establishes and maintains communication with Account Executives, Directors, installation technicians, subcontractors, clients, etc. * May be required to regularly lead a team on large projects. * Develops and communicates project updates as required. * Provides constant monitoring of labor, equipment and materials budgets. * Provides and/or directs technical and administrative support to project team members. * Develops and maintains all related project schedules. * Performs field verification of prospective work site. Documents all issues with site and keeps everyone informed of potential issues and solutions. * Coordinates all drawings and documentation between all internal and external stakeholders. * Facilitates and directs design reviews to assure proper documentation in the field. Coordinates all system programming and final checkout of systems. Provides punch-list of remaining tasks after substantial completion. * Contracts with contractors and other trades when necessary. * Monitors status of projects including cost, timing and staffing to ensure timely and accurate completion of projects. *  Ensures quality and continuous improvement. * Coordinates training & turnover of projects to client, service department, & sales. Complexity: * Every project is different and every set of project stakeholders is different. * The PM needs to negotiate a very complex set of variables between system design, site conditions and a widely varying set of expectations with multiple stakeholders. The skill of communicating both verbally and in writing to manage all these variables takes a very high level of awareness, emotional intelligence and people management skills. * The PM is constantly managing the forces of change in every project environment. Balancing schedules, budgets, scope, quality and client satisfaction are a very complex set of variables. Decision Making Authority: * Takes full ownership of project. * Acts as the single point of responsibility and accountability for the project. * Ensures schedule performance, quality of solution delivered to client, and client * satisfaction. * Manages and reports on the project’s financials, including ensuring budget performance and profitability. * Ensures timely and correct billings to client. * Demonstrates proactivity, responsiveness, and follow through. * Communicates decision options to stakeholders and manages those decisions. * Manages a complex array of decisions at every point of the project but is rarely the sole decision maker. Physical Working Environment: Physical Demands: * The physical demands described here are representative of those that may be met by an employee. * The employee may be exposed to construction site conditions on a regular basis. * Employee will be responsible for their safety while on job sites and to comply with all safety regulations in place by the GC. * Use of PPE is usually required on job sites. * The employee can typically spend at least 40% of their time on their feet and be required to mobile around the construction site. * The employee must have the ability to occasionally climb ladders, use stairs and lift and/or move materials up to 20 pounds in construction areas. * The individual is regularly required to use keyboards, test equipment and controls required for SI installation projects. * Specific vision abilities required for this job include close vision, distance vision, peripheral vision and depth vision. * When not on construction sites, the employee will experience normal office conditions and be required to use office equipment such as computers, peripherals, etc. Travel: * Frequent travel by car and occasional airplane trips are required. Employee must possess a valid driver’s license in their state of residence. * Employee will be required to use their own vehicle and will be reimbursed for mileage at the current corporate rate. Local travel to job sites (within a 2 hour driving distance each way) will make up 70-90% usually but remote travel can be up to 30% of the job at times. 10% remote travel is required on a regular basis. What You’ll Bring: Education & Certifications: * Associates/Bachelors degree required and/or equivalent experience. * A PMP certification from the Project Management Institute. * AVIXA CTS certification * Other relevant certifications may be required or preferred based on the technology focus of the position. Required Skills/Qualifications: * A minimum of 5+ years of experience as a project manager in a commercial construction trades or AV commercial settings is required. * Deep knowledge and experience with audio/video systems. Knowledgeable of low voltage electrical projects. * Strong verbal and written communication skills. * Supervisory and people skills. * The Project Manager shall have the ability and skills to diagnose and resolve complex technical, political and people-related problems. * Great people leadership skills. * Strong financial background in project cost accounting.   A project manager typically has these base skills. * Has a high level of both written and verbal communication skills. * Focused on clients and able to understand how they can use technology from Diversified to meet their business needs. * Approachable; works well on teams. Is a natural leader. * Delegates effectively. * Good at setting and managing people’s expectations. * Personally organized, manages time well, and sets clear priorities. Sets an example for * preparation, punctuality, and professional appearance. * Excellent at planning. * Forecasts and manages risks. * Problem solver who can remain effective in tense situations.

Title: Administrative Assistant Location: New York, NY Key Responsibilities: Administrative Support * Provide comprehensive administrative support to executives and managers * Prepare, edit, and format correspondence, reports, presentations, and documents * Maintain filing systems (electronic and paper) * Handle incoming and outgoing mail and deliveries * Provide support for specific New York City building requirements such as fire code, recycling, etc. * Manage office supplies inventory and reorder as needed Calendar & Meeting Management * Schedule meetings, appointments, and conference calls * Coordinate meeting logistics (rooms, materials, virtual links, catering) * Prepare agendas and take meeting minutes * Follow up on action items and deadlines Communication & Front Desk Support * Serve as first point of contact for visitors, clients, and vendors * Answer and direct phone calls and emails professionally * Respond to inquiries and provide information as appropriate * Maintain positive internal and external relationships Data & Records Management * Enter and update data in internal systems * Generate routine reports and summaries * Ensure accuracy and completeness of documentation Financial & Operational Support * Process invoices, expense reports, and purchase orders * Coordinate executive level travel arrangements * Assist with special projects and events * Coordinate team activities and internal communications * Track project timelines and deliverables * Provide backup support to other administrative staff when needed Skill, Capability and Educational Requirements: * H.S Diploma or equivalent required; Associates degree in Business Administration, Communication or related field preferred. * 3 + years of experience supporting Senior Executives in a fast-paced environment required. * Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, and Teams). * Exceptional organizational skills with the ability to manage multiple priorities and deadlines simultaneously. * Strong written and verbal communication skills, with a professional and polished demeanor. * High level of discretion, integrity, and professionalism in handling confidential matters. * Ability to work independently, exercise sound judgment, and adapt quickly to changing priorities.