Associate Project Coordinator

Level 3 Audiovisual; Mesa (AZ); On-site; USD 50,000 - 65,000; Full time

Job summary

Level 3 Audiovisual is seeking an Associate Project Coordinator to support PMs and Coordinators through documentation review, closeout tracking, and reporting. You will manage scheduling support and project administration using Smartsheet, aiming to improve documentation quality and workflow efficiency.

The role targets development into a Project Coordinator, with a focus on learning PMO processes, scheduling, and lifecycle management within a dynamic AV integration environment.

Qualifications

• High School Diploma or equivalent required.
• Smartsheet beginner/intermediate training or certification required.
• Associate's or Bachelor's degree in Business, PM, Operations, Construction Management, or related field preferred.
• CAPM or AVIXA CTS or related PM/AV certifications preferred.
• Minimum of one year of project coordination or related experience.
• Experience maintaining project records, trackers, or data in PM systems.
• Experience supporting construction, AV, tech, engineering, manufacturing, or professional services projects preferred.

Responsibilities

• Review and validate project documentation, closeout records, and artifacts for accuracy and compliance; track status and coordinate follow-up actions.
• Review project photos, commissioning records, as-builts, network documentation, and deliverables for closeout readiness.
• Serve as backup to Scheduler; assist with staffing requests, resource planning, and schedule updates.
• Maintain project tracking data, reports, and workflow status in Smartsheet and other PM tools; participate in training and lifecycle learning.
• Identify process improvements and support corrective actions through PMO procedures and escalation paths.

Skills

Detail-oriented

Time management

Cross-department collaboration

Education

High School Diploma

Associate or Bachelor's in Business/PM/Operations/Construction

CAPM/AVIXA CTS certifications

Tools

Smartsheet

Excel

Outlook

Teams

SharePoint

Job description

Level 3 Audio Visual is a full-service AV integration company that is on a mission to transform how organizations engage with AV technology. We deliver customized solutions and provide comprehensive support to ensure our clients’ AV systems elevate their communication and collaboration. As we continue to grow, we’re seeking passionate professionals who are ready to innovate and help drive the future of the AV industry.

About the Position:

The Associate Project Coordinator is a developmental PMO role that supports Project Managers and Project Coordinators through project documentation review, closeout tracking, reporting, scheduling support, and project administration activities. This position plays a key role in maintaining documentation quality, supporting project workflows, and ensuring compliance with internal processes. The ideal candidate is highly organized, detail-oriented, process-driven, and eager to develop the skills necessary to grow into a Project Coordinator role. Smartsheet serves as the primary platform for managing documentation, reporting, scheduling support, and workflow administration.

What You Will Do:

• Review and validate project documentation, closeout records, and project artifacts for accuracy, completeness, and compliance with company standards. Support project closeout processes by tracking documentation status, identifying gaps, and coordinating follow-up actions with project stakeholders.
• Review project photos, commissioning records, as-builts, network documentation, and supporting project deliverables to ensure readiness for closeout.
• Serve as a backup to the Scheduler by assisting with staffing requests, resource planning, schedule updates, and labor allocation activities.
• Maintain project tracking data, reports, workflow status updates, and documentation records within Smartsheet and other project management tools. Participate in Project Coordinator training, mentorship, and project lifecycle learning opportunities to build future PMO capabilities.
• Identify process improvement opportunities and support corrective actions through established PMO procedures and escalation paths.

What We’re Looking For:

• High School Diploma or equivalent required.
• Smartsheet Beginner and Intermediate Training or Certification required.
• Associate's or Bachelor's degree in Business, Project Management, Operations, Construction Management, or a related field preferred.
• CAPM (Certified Associate in Project Management), AVIXA CTS, or other relevant project management or audiovisual industry certifications preferred.
• Minimum of one (1) year of project coordination, project administration, document control, scheduling support, operations support, or related business experience.
• Experience maintaining project records, documentation, trackers, or business data within a project management or business system.
• Experience supporting construction, audiovisual, technology, engineering, manufacturing, or professional services projects preferred.
• Experience supporting quality assurance, documentation compliance, closeout processes, or resource scheduling activities preferred.

What We Prefer:

• Intermediate proficiency with Smartsheet, including sheet management, reports, forms, workflow automation, dashboards, and data tracking.
• Intermediate proficiency with Microsoft 365, including Excel, Outlook, Teams, and SharePoint.
• Advanced Smartsheet experience with Dynamic View, Data Shuttle, DataMesh, advanced dashboards, and reporting tools preferred.
• Strong attention to detail, organization, and commitment to data accuracy.
• Ability to quickly learn new processes, systems, and project management methodologies.
• Strong written and verbal communication skills with the ability to collaborate effectively across multiple departments.
• Ability to identify documentation gaps, follow established procedures, and support corrective actions.
• Strong time management skills with the ability to prioritize multiple assignments and meet deadlines.
• Familiarity with project lifecycle processes, resource scheduling concepts, and documentation quality standards preferred.
• Professional demeanor and ability to work effectively in customer-facing and sensitive business environments.

Level 3 Audiovisual is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees. We prohibit discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws. Level 3 Audiovisual participates in the E-Verify Program where and as required by law.

Please note that all legitimate communication from our team will only come from platform generated emails or from email addresses ending in @l3av.com. We will never request software downloads, financial information, or login credentials at any point in our interview or hiring process.