Project and Services Coordinator

Overview

We are seeking a proactive and detail-oriented Project & Service Coordinator to support our audiovisual (AV) project and service teams. This role is ideal for individuals with less than three years of experience in AV service management, project coordination, or a related field. Working closely with our Services Team, you will assist in logistics, documentation, vendor coordination, scheduling, and customer support, ensuring projects and services run smoothly and align with ITIL, PMI, and AVIXA best practices. This role is based out of the Sherwood Park office. 

Our team is dedicated to providing world class audio video experiences to our clients in Canada. We strive to exceed our client’s expectations by pushing boundary’s and providing purpose built solutions. We strive to foster a creative atmosphere where our team is empowered to do the best work in the industry.

Sapphire is looking for individuals who share our core values:

Skilled - We set the standards by hiring and developing the best. All of our team members are experts in their fields.

Trustworthy - We deliver on our word. We value honesty over profits, building and maintaining trust with our team and partners.

Responsive - We are intentionally accessible and quick in our responses.

Passionate - No matter our role, we love what we do, and always work to provide the best results for our customers.

All in - Whether it's staying late to finish the job, getting the design done in time, or grabbing the plunger, our team is ready to do whatever it takes.

Fun - Whether we're on the job site or in the office, we're all about enjoying the ride together.

Our team is the driving force behind our success. We care about our people and we're committed to setting you up for success.

Key Responsibilities

Service Management

• Serve as the primary point of contact for service clients, managing requests and ensuring timely follow-up.
• Handle customer inquiries and troubleshoot basic issues.
• Escalate complex technical issues to senior staff as needed.
• Implement Incident and Problem Management practices in alignment with ITIL standards.
• Ensure timely and professional communication with clients.
• Maintain accurate service logs, track service requests, and manage inventory records.

Project Coordination

• Assist Installation and Project Managers in coordinating and executing projects.
• Develop and maintain project timelines, schedules, and delivery plans.
• Coordinate logistics to ensure that resources, equipment, and materials are available as needed.
• Monitor daily project tasks and key milestones to keep projects on track.
• Track project budgets and expenses, ensuring alignment with financial goals.
• Prepare and update project reports, tracking logs, and change orders.

Vendor & Supplier Management

• Communicate with the Procurement team to track equipment orders and deliveries. Communicate with vendors to action/track equipment repair requests.
• Ensure that materials and equipment arrive on time and meet project requirements.
• Address delays or issues with deliveries, escalating concerns as needed.

Documentation & Reporting

• Maintain accurate and up-to-date documentation related to both service and project activities.
• Prepare internal and client-facing reports, including billing and progress tracking.
• Ensure documentation meets compliance and record-keeping requirements.

Qualifications and Skills

• 2-3 years of experience in audiovisual (AV) services or project coordination.
• Familiarity with ITIL, PMI, and AVIXA standards and best practices.
• Strong organizational and time-management skills.
• Proficiency with project management tools and service management platforms.
• Excellent communication and collaboration abilities.
• Ability to work independently and under pressure.
• Valid Class 5 driver’s license.
• Ability to work flexible hours.
• Upon Acceptance (costs reimbursed by Sapphire): Name-Based Criminal Record Check.

Preferred Qualifications

• ITIL 4 Foundation certification.
• AVIXA CTS certification.

How we will support you and your family: 

• Career growth opportunities and continuous learning
• Paid Vacation
• Sick Leave
• RRSP Matching
• Health Benefits
• Mileage
• All Travel Cost Paid
• Company Tools Provided
• Employee Milestone Program
• Employee Training & Development Program
• Company Social Events