Project & Operations Coordinator

Job Description

Job Description

Full-Time | In-Person

District AV is a residential technology company specializing in audio/video, lighting, motorized shades, networking, surveillance, and smart home systems.

We're a small and growing company looking for a highly organized Project & Operations Coordinator to help keep our projects, service calls, materials, scheduling, and billing running smoothly.

What matters most is that you're organized, comfortable with technology, good at following through, and willing to take ownership of things without needing to be constantly reminded.

This is an important role within our company. Over time, we'd like this person to become the person who keeps the day-to-day operations of District AV organized and moving forward.

What You'll Do

Project Coordination

• Help manage projects from approved proposal through completion
• Make sure upcoming projects are properly scheduled and prepared
• Track open items and follow up with the team to keep projects moving
• Make sure technicians have the equipment and information they need before going to a job
• Follow up on incomplete work and help schedule return visits
• Keep project information, notes, photos, and documentation organized
• Communicate with clients about scheduling, project updates, and next steps
  

Purchasing & Inventory

• Order equipment and materials for upcoming projects
• Track purchase orders and expected delivery dates
• Receive and verify incoming equipment
• Make sure the correct products are assigned to each project
• Follow up on backordered or missing equipment
• Coordinate returns and damaged products
• Help maintain organized inventory
• Prepare equipment and materials for upcoming installations
  

Scheduling & Service

• Schedule installations and service appointments
• Coordinate schedules between clients and technicians
• Confirm appointments with clients
• Track open service calls until they're completed
• Follow up with technicians after service calls to determine whether additional work or equipment is needed
• Make sure outstanding items don't get forgotten
  

Proposals & Quoting

Once trained, you'll also help:

• Build proposals and change orders in D-Tools Cloud
• Create basic quotes based on our established products and pricing
• Update proposals when project requirements change
• Help prepare equipment lists and scopes of work
• Send proposals to clients and follow up when appropriate

You won't be expected to know how to design AV systems when you start. We'll teach you our products, systems, pricing, and how we build our proposals.

Plans & Documentation

• Review construction plans and project documents
• Make simple markups using Bluebeam
• Mark locations for TVs, speakers, network equipment, cameras, keypads, and other devices
• Keep project drawings and documentation current as projects change
  

Previous Bluebeam experience is helpful but not required.

Billing & Project Closeout

• Generate and send invoices when project milestones are completed
• Make sure completed work gets billed
• Coordinate with the project team to identify additional work or change orders that need to be invoiced
• Make sure projects are properly documented and closed out
  

Systems You'll Learn and Use

We use several software platforms to run our business, including:

• D-Tools Cloud
• QuickBooks Online
• Google Workspace
• Bluebeam
  

Experience with these programs is helpful but not required . We're more interested in someone who is comfortable learning new software.

Who We're Looking For

The right person is:

• Extremely organized
• Good at following through
• Comfortable juggling several projects at once
• Detail-oriented
• Comfortable communicating with clients
• Comfortable learning new software
• Able to figure things out and solve problems
• Comfortable asking questions when something doesn't make sense
• Able to work independently
• Good at keeping other people organized
• Comfortable working in a small company where responsibilities can change from day to day
• Someone who notices when something hasn't been completed and follows up without being asked
• Interested in taking on more responsibility as the company grows
  

We'll teach you the technology. We're looking for someone who can bring the organization, communication, ownership, and follow-through.

Nice to Have

Experience in any of the following is helpful:

• Project coordination
• Construction
• Interior design or architecture
• Purchasing
• Scheduling
• Office operations
• Bluebeam
• QuickBooks
• D-Tools
• Creating estimates or proposals
• Reading construction drawings
• Inventory management
  

Schedule

This is a full-time, in-person position based in Bethesda, Maryland.

This is not a remote position.

Growth Opportunity

We're looking for someone who wants to grow with District AV.

As you learn the business, we'd like you to take on more responsibility for project coordination, purchasing, scheduling, quoting, billing, and day-to-day operations.

The goal is for this person to eventually help run the operational side of the company and make sure projects move smoothly from sale through completion.

District-AV is a growing residential technology company based in the DC, Maryland, and Northern Virginia area.

We help homeowners, builders, designers, and architects with smart home systems, networking, Wi-Fi, TVs, speakers, lighting control, shades, cameras, and other low-voltage technology. Our goal is to make home technology simple, clean, reliable, and easy to use.

We are a small team, which means everyone has an important role and no one is stuck doing just one thing. Some days are spent organizing materials and projects, some days are spent helping the install team, and other days are spent coordinating schedules, orders, and client follow-up.

We care about doing good work, staying organized, communicating clearly, and doing what we say we are going to do. We are looking for someone reliable, sharp, hands-on, and willing to learn. As we grow, there is room for the right person to take on more responsibility and grow with the company.

Company Description

District-AV is a growing residential technology company based in the DC, Maryland, and Northern Virginia area.\r\n\r\nWe help homeowners, builders, designers, and architects with smart home systems, networking, Wi-Fi, TVs, speakers, lighting control, shades, cameras, and other low-voltage technology. Our goal is to make home technology simple, clean, reliable, and easy to use.\r\n\r\nWe are a small team, which means everyone has an important role and no one is stuck doing just one thing. Some days are spent organizing materials and projects, some days are spent helping the install team, and other days are spent coordinating schedules, orders, and client follow-up.\r\n\r\nWe care about doing good work, staying organized, communicating clearly, and doing what we say we are going to do. We are looking for someone reliable, sharp, hands-on, and willing to learn. As we grow, there is room for the right person to take on more responsibility and grow with the company.