Project Coordinator - Business Operations & Logistics
New York, NY
We are seeking a highly organized Project Coordinator to join the Business Operations & Logistics team. This role serves as a critical bridge between business strategy and technical execution, driving efficiencies across infrastructure projects that support video distribution, replay systems, and venue technology.
The successful candidate will be responsible for building and implementing project management workflows, managing procurement lifecycles, and ensuring that complex technology initiatives move from concept to execution on time and within budget. We are looking for a strategic thinker with a hands-on approach who can thrive in a fast-paced technical operations environment.
Responsibilities
Procurement & Financial Logistics
End-to-End Procurement
- Manage procurement processes including confirming requirements, obtaining vendor quotes, and mapping costs to allocated budgets
Financial Tracking
- Provide operational support for year-to-date cost trackers and Purchase Order (PO) systems
- Liaise with Accounts Payable to ensure timely invoice processing and vendor payments
Budget Reconciliation
- Partner with Technology Infrastructure leaders and Finance to reconcile departmental budgets and ensure financial accuracy
Bill of Materials (BOM)
- Create and manage BOMs for media operations and venue infrastructure projects to confirm hardware requirements at project kickoff
Project Coordination & Workflow Management
Project Lifecycles
- Track task completion and project timelines for infrastructure and media operations initiatives
Documentation & SOPs
- Develop and maintain detailed project documentation, including operational procedures
Communications
- Coordinate internal and external communications to ensure alignment between business stakeholders, engineering teams, and third-party vendors
Meeting Management
- Attend planning sessions; document and distribute notes, follow-ups, and action items to keep teams on schedule
Operational Strategy & Risk
Risk Mitigation
- Identify, prioritize, and escalate project risks before they impact delivery timelines
Logistical Strategy
- Support feasibility assessments, inventory management planning, and global deployment/shipment strategies for technical hardware
Vendor Relations
- Partner with Legal and leadership to maintain Service Level Agreements (SLAs) for hardware and critical services
Data Reporting
- Monitor service management dashboards (e.g., ServiceNow) to track incidents
- Produce weekly status reports on system health and operational readiness
Qualifications & Skills
- Bachelor's degree required
- Advanced proficiency in Microsoft Excel
- Experience with collaboration and project management tools (Asana, Google Workspace, Confluence, Jira, ServiceNow, etc.)
- Demonstrated ability to manage complex procurement processes and budget reconciliation
- Exceptional organizational skills with the ability to manage multiple high-priority initiatives
- Strong verbal and written communication skills, including the ability to translate technical updates into clear business summaries
- Flexibility to adapt to time-sensitive infrastructure deadlines and event-based schedules
Compensation: $27.00 - $33.00 per hour (based on experience and qualifications)
