Project Coordinator

Immedia; Scottsdale (AZ); On-site; USD 45,000 - 65,000; Full time

Job summary

Immedia is seeking a detail-oriented Project Coordinator to support our Project Management team in delivering commercial AV projects. You will link PMs with warehouse, scheduling, materials, and installation teams, ensuring schedules, documentation, and costs stay accurate and updated.

You will maintain thorough project information across systems, produce status reports, and participate in handoffs, meetings, and post-project reviews with reliability and professionalism.

Qualifications

• Minimum of 2 years of relevant experience.
• Strong written and verbal communication skills.
• Strong technical aptitude and ability to learn new technologies and software.
• Ability to interpret business communications, project documentation, and contracts.
• Strong organizational, documentation, and problem-solving skills.

Responsibilities

• Coordinate project activities alongside the Project Manager and represent the PM in meetings when needed.
• Maintain accurate, timely project information across internal systems and communicate updates to internal and external stakeholders.
• Coordinate closely with Warehouse, Scheduling, Materials, Programming, and Installation teams.
• Monitor and adjust project schedules based on resource availability while keeping teams informed of changes.
• Schedule and participate in project handoffs, status meetings, and post-project reviews.
• Review daily project status reports and follow up to ensure assigned tasks are completed.
• Create and maintain clear, thorough project documentation, status reports, change orders, and close-out information.
• Track job costing and labor hours accurately on a daily basis.
• Assist Project Managers and Foremen during site walks and carefully document observations.
• Maintain and update Scope of Work documentation as projects evolve.
• Manage PlanGrid subscriptions and associated project technology.

Skills

Detail-oriented

Organized

Reliable

Quality-focused

Technically curious

Analytical

Process-driven

Clear communication

Self-disciplined

Tools

PlanGrid

Job description

Immedia is looking for a detail-oriented, highly organized Project Coordinator who takes pride in accuracy, consistency, and getting the details right.

If you enjoy working within a structured project environment, keeping multiple moving pieces organized, and making sure information, schedules, documentation, and deadlines are accurate and up to date, this may be a great fit for you.

As a Project Coordinator, you’ll work closely with our Project Management team to support the successful delivery of commercial AV projects. You’ll serve as a critical link between project management, scheduling, warehouse, materials, programming, installation teams, and other stakeholders—helping ensure projects stay organized, documented, and moving forward.

What You’ll Do

In this role, you will:

• Coordinate project activities alongside the Project Manager and represent the PM in meetings when needed.
• Maintain accurate, timely project information across internal systems and communicate updates to internal and external stakeholders.
• Coordinate closely with Warehouse, Scheduling, Materials, Programming, and Installation teams.
• Monitor and adjust project schedules based on resource availability while keeping teams informed of changes.
• Schedule and participate in project handoffs, status meetings, and post-project reviews.
• Review daily project status reports and follow up to ensure assigned tasks are completed.
• Create and maintain clear, thorough project documentation, status reports, change orders, and close-out information.
• Track job costing and labor hours accurately on a daily basis.
• Assist Project Managers and Foremen during site walks and carefully document observations.
• Maintain and update Scope of Work documentation as projects evolve.
• Manage PlanGrid subscriptions and associated project technology.

These responsibilities reflect the coordination, scheduling, reporting, documentation, site support, and cross-functional communication outlined in the position description.

The Person Who Thrives in This Role

You may be a strong fit if you are:

• Detail-oriented and precise — you notice inconsistencies and care about getting information right.
• Organized and methodical — you like clear processes, documentation, and keeping projects on track.
• Reliable and consistent — others can count on you to follow through.
• Quality-focused — you take pride in producing complete, accurate work.
• Technically curious — you learn new software, systems, and technology quickly.
• Analytical and practical — you work through problems carefully and make decisions based on the information available.
• Process-driven — you appreciate structure while still being able to adapt when project requirements change.
• Clear and professional in your communication — especially when working with multiple departments, customers, and project stakeholders.
• Self-disciplined and accountable — you’re comfortable owning details and making sure nothing falls through the cracks.

The existing job description specifically calls for strong technical aptitude, the ability to interpret business communications and contracts, effective written and verbal communication, and problem-solving skills in situations where there may be limited standardization.

Qualifications

• Minimum of 2 years of relevant experience, or an equivalent combination of education and experience.
• Strong written and verbal communication skills.
• Strong technical aptitude and ability to learn new technologies and software.
• Ability to interpret business communications, project documentation, and contracts.
• Strong organizational, documentation, and problem-solving skills.

The degree and experience requirements above come directly from the current job description.

This position includes a combination of office and field work, including visits to client construction sites where PPE may be required. The role also involves local travel on a weekly basis.

Why Immedia?

At Immedia, we believe the right person starts with the right core values, followed by experience, knowledge, and education. We’re looking for someone who wants to become highly knowledgeable in their role, takes ownership of their work, and values being part of a team that delivers high-quality results.

If you’re someone who likes structure, appreciates accuracy, enjoys becoming an expert in what you do, and gets satisfaction from keeping complex projects organized, we’d like to hear from you.

Immedia is an Equal Opportunity Employer and is committed to maintaining a safe and respectful workplace.