Audio/Video Project Assistant

• Submit job number requests through Kline 360 for all new projects and service calls, ensuring customer information, labor costs, material costs, and contract values are accurate and complete.
• Maintain the audio/video shared project tracking spreadsheet to support accounting, billing, project coordination, and reporting.
• Create and maintain D-Tools projects and service calls, including assigning and updating job numbers.
• Coordinate purchase order requests with the Purchasing Department for required materials and vendors.
• Release approved materials and orders to vendors once required purchase orders have been issued.
• Coordinate the receipt, organization, and labeling of project materials in the warehouse, ensuring materials are clearly identified with the job number, project address, city, and builder or customer name.
• Maintain an organized and safe warehouse by properly storing materials and removing packaging, debris, and other unnecessary materials.
• Receive materials into D-Tools and monitor outstanding materials, backorders, and vendor lead times to support project schedules.
• Monitor project progress and update workflow statuses in D-Tools as project milestones are completed.
• Identify outstanding materials or project-related items requiring follow-up and communicate status updates to appropriate team members.
• Answer incoming office calls and provide professional and helpful assistance to customers, vendors, and employees.
• Schedule service calls and ensure service information, notes, and customer details are accurately documented.
• Coordinate information between project teams, purchasing, accounting, vendors, warehouse personnel, and customers as needed.
• Maintain accurate and timely project documentation and system records.
• Perform other duties and responsibilities as assigned.

• Ability to manage multiple projects, tasks, and priorities while maintaining accuracy and meeting deadlines.
• Strong attention to detail and ability to maintain accurate project, purchasing, material, and customer information.
• Ability to learn and effectively use project management, purchasing, inventory, and accounting systems.
• Ability to coordinate materials, purchase orders, vendors, and project information across multiple departments.
• Ability to follow processes, retain information, accept coaching, and complete assigned tasks with minimal follow-up.
• Strong organizational skills and ability to maintain accurate, orderly, and accessible records and materials.
• Professional communication and customer service skills when interacting with customers, vendors, and coworkers.
• Ability to identify issues, follow up on outstanding items, and take initiative to resolve routine problems.
• Reliable attendance, punctuality, accountability, and strong work ethic.
• Ability to work independently while contributing effectively to a team.

• Basic understanding of purchasing, material tracking, invoices, material orders, and basic project documentation preferred.
• Must have ability to learn and effectively use company-specific software and systems.
• Previous experience working in the audio/visual industry a plus, but not required.
• Good communication, customer service, and detail-oriented.
• Reliable transportation to and from work.

• Regularly stand, walk, bend, kneel, and squat.
• Regularly lift, carry, push, or pull up to 50 pounds and heavier materials with assistance.
• Perform repetitive movements using hands and arms.
• Maintain the visual and hearing ability needed to work safely.

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