Project Coordinator

DESCRIPTION

Much of the work at Beaudry Interactive is project-based. We conceive, design and develop unique location-based experiences for theme parks and attractions, cultural and art centers, and educational institutions. We also collaborate with other companies while providing our technical expertise and know-how. Our creative and technical projects can be of varying scale, complexity and media sensitivity, often with overlapping deadlines and running in parallel, with many projects requiring tight coordination with our clients, collaborators and freelancers.

We are looking for an experienced Project Coordinator to help support and administer the creative and production process from concept through completion for our company projects. As a project coordinator, your responsibilities would include working closely with the company principals and producers to perform various coordinating tasks: assisting with development and management of individual project schedules and integrated projects calendar; monitoring project issues and risk logs; setting up project standards; maintaining and archiving project documentation and handling project communication. To succeed in this role, you should have excellent time management and communication skills, as you'll collaborate with clients and internal teams to help deliver results on tight deadlines.

DUTIES & RESPONSIBILITIES

• Carry out requests and support tasks assigned by the company principals and project leads;
• Assist with gathering and organizing project requirements, scope details, and reference materials;
• Help maintain clear communication with clients, vendors, and internal teams by relaying information and following up on outstanding items;
• Assist with developing project timelines, resources schedules, equipment requirements and information flow;
• Assist with identifying freelancers and providers for specific projects;
• Assist with executing and tracking all required legal paperwork, including, but not limited to: NDAs, CAs, SOW, W-9s, etc.;
• Set up and manage project standards and procedures, including tracking, maintenance and archiving of documentation, media and technology assets, and project communication;
• Maintain and update integrated project schedules, ensuring information from all teams is current and accurate;
• Track project progress and flag any delays, missing information, or needs to the project lead or manager;
• Participate in the quality control of documents produced by the team;
• Plan meetings and activities related to projects;
• Prepare and distribute meeting agendas and capture/distribute/manage meeting minutes.;
• Coordinate activities among the teams (e.g., content/media, technology, production);
• Follow up diligently with internal teams, clients, vendors, and collaborators to keep information flowing and deliverables on track;
• Provide support with organizing teams' travel;
• Assist principals and project managers in various project-administration tasks related to accounting (invoicing, travel, expense accounts, etc.);
• Carry out tasks related to project close-out (archiving files, collecting final documentation, organizing materials, etc.);
• Assist principals in preparing of proposals (information collection, documentation, formatting).

QUALIFICATIONS

• College degree or comparable work experience, with specialization in production, technology, multimedia, or a related field;
• At least three years' experience in administration, production, post-production or project management;
• Mastery of MS Office software (Word, Excel, Outlook, Sharepoint, etc.);
• Knowledge of project management methodology;
• Experience with task scheduling and resource assignment;
• Experience creating work breakdown structure (WBS) - translate requirements into tasks;
• Experience working with Project Management tools (Smartsheet etc.) is a plus;
• Proficiency in Windows and MacOS systems a plus;
• Experience in an artistic field related to one of Beaudry Interactive areas of focus is a plus.

QUALITIES

• Solid organizational skills including attention to detail and multitasking skills;
• Independent, reliable and full of initiative; able to manage and prioritize project tasks;
• High level of professionalism, customer service, judgment and diplomacy;
• Excellent written and verbal communication skills;
• Effective and polite client-facing and internal communication skills;
• Able to adapt to changing work situations and to understand and apply new ideas;
• Ability to work with minimal supervision to reach objectives.

SPECIFIC WORK CONDITIONS

• Work will be both on-site at b/i's location in North Hollywood and remote/telecommuting. Details to be discussed and will depend on project and company needs.
• Reliable, high speed home Internet connection for telecommuting.
• Some travel may be required.

TO APPLY

• Please send a resume and cover letter to