A Project Coordinator coordinates project team work on projects with a defined scope, start and completion point, and assists the project manager. Coordinates project team activities and communication. Organizes meetings and tracks project budgets and schedules. Organizes contracts, files and reports. May coordinate projects in construction, information technology or in other industries.
Code Four is looking for a highly organized Project Coordinator / PM Administrator to support our Project Management team in a fast-paced event production and experiential environment. This role is ideal for someone who is strong with systems, organization, documentation, and follow-through. You'll work closely with our Project Managers to keep projects set up correctly, information current, logistics tracked, and documentation organized from project kickoff through closeout. Experience with NetSuite, Asana, and /or Flex Rental Solutions is highly preferred.
WHAT YOU'LL DO
Set up and maintain projects in company PM and operational systems Enter and update project information in NetSuite, Asana, Flex, and project management platforms Populate project schedules and tasks using established templates Maintain accurate project data, folders, and file structures Track shipping, deliveries, pickups, and project logistics Collect and organize COIs, permits, approvals, and compliance documentation Assist with purchase orders, vendor information, work orders, and project documentation Track outstanding items and follow up with internal teams Coordinate information between Project Management, Creative, Graphics, Fabrication, AV, Warehouse/Logistics, and Accounting Prepare project status updates and reports Compile and organize project closeout documentation Support multiple Project Managers and active projects at the same time
WHAT WE'RE LOOKING FOR
2+ years of project coordination, project administration, operations, logistics, event production, AV, or related experience Strong organizational skills and attention to detail Comfortable working across multiple software systems Excellent follow-through and ability to keep multiple projects organized Strong written and verbal communication skills Proficiency with Microsoft Office, including Excel and Outlook Ability to work in a fast-paced environment with changing priorities
HIGHLY PREFERRED
NetSuite experience Flex Rental Solutions / Flex ERP experience Asana, Smartsheet, or similar project management software Event production, AV, experiential marketing, signage, graphics, fabrication, or scenic production experience Familiarity with POs, sales orders, estimates, shipping documentation, COIs, and permits
ABOUT THE ROLE
This is a Project Coordinator / PM Administrator position , not a senior Project Manager role. You will support Project Managers with the administrative and systems side of their projects rather than independently owning client relationships, project budgets, or onsite execution. For someone interested in growing into Project Management, this is an excellent opportunity to learn the full lifecycle of complex event and experiential projects while working directly with an experienced production team.
Pay:
$30.00 - $35.00 per hour Expected hours: No less than 40.0 per week
Benefits:
Health insurance Paid time off Retirement plan Application Question(s): Do you have experience with Asana? Do you have experience with NetSuite? Do you have experience with Flex Rental Solutions?
Education:
Associate (Preferred)
Experience:
project coordination or administrative: 2 years (Required)
