Project Coordinator, ImageSFX

About ImageSFX

ImageSFX is a leading provider of pyrotechnics and special effects for concert tours and live events. From stadium-sized spectaculars to precision-controlled effects for theatrical residencies, our team brings creativity, precision, and technical mastery to every project. We are part of Image Engineering, an industry innovator with over three decades of experience delivering cutting-edge visual experiences worldwide.

The Project Coordinator works as part of our fast-paced and detail-oriented team to deliver innovative designs and solutions for our clients. This person will be expected to support Project Managers in all aspects of the project lifecycle. Projects will range from major sporting events, concert tours, large one-off spectaculars, special effect entertainment, corporate events and permanent installation/ integration projects. Creative problem solving, a desire to learn about emerging technologies, and a can do attitude are essential qualities needed to be successful in this role. 

Specifically, the Project Coordinator is responsible for assisting to ensure that design, pre-production, project execution and post-production run smoothly. This individual will also will work with external vendors, crews, and the end clients to ensure overall success of the project.

RESPONSIBILITIES:

Project Management Support

• Assist with drafting and maintaining project budgets, contracts, change orders, and invoicing schedules.
• Support invoice generation through the company accounting platform.
• Maintain and update project documentation and records within Odoo and OneDrive.
• Coordinate company merchandise and tour swag purchasing.
• Manage subcontractor recognition programs, including holiday and birthday gifts.

Purchasing & Inventory Support

• Maintain project operations databases, including purchasing documentation and hazmat shipping paperwork.
• Track purchasing, freight, and shipping expenses in real time.
• Support consumable inventory tracking across Baltimore and Las Vegas warehouses and with international partners.

Tour Crew & Operations Support

• Coordinate travel arrangements for tour preparation and project teams.
• Maintain accurate project and crew assignment data within Odoo.
• Communicate with subcontractors regarding logistics for project preparation and de-preparation.
• Support recruiting and onboarding coordination for touring crew.

Requirements

• Associate degree or equivalent combination of education and relevant professional experience.
• Self-starter with the ability to independently manage workload, prioritize tasks, and solve problems with minimal supervision.
• Strong organizational, time-management, and multitasking abilities with excellent attention to detail.
• Ability to perform effectively in fast-paced, high-pressure environments while maintaining accuracy and professionalism.
• High emotional intelligence and strong interpersonal skills, with the ability to communicate effectively with clients, internal teams, subcontractors, and vendors.
• Proficiency with Mac OS and Microsoft Office Suite (Word, Excel, and PowerPoint); experience in live event production, touring productions, sports gameday operations, theater, or event planning is a plus.

WHY JOIN IMAGESFX?

• Work in a collaborative, high-energy environment that rewards innovation and initiative.
• Competitive compensation and benefits package including health insurance, 401(k), paid time off, and opportunities for professional growth.

COMPANY BENEFITS:

• Health, Dental, & Vision Insurance
• Flexible Time Off Program
• Paid Holidays
• 401(k) Retirement Plan
• Company-Paid Life Insurance
• Aflac Supplemental Insurance
• Robust Employee Assistance Program
• CE Allowance
• ...and more!

Salary Description

$20 – $25 / hour