Project Coordinator

Job Description

Job Description

WHO WE ARE….

ASTOUND is a global experiential powerhouse with three core verticals: Brand Experiences, Sports Experiences, and Immersive Entertainment. From trade shows and large-scale events to experience centers and IP-driven attractions, we create programs that combine creative excellence, operational discipline, and ROI-focused outcomes.

With over 200 employees, a 350,000 sq. ft. production facility, and execution in more than 40 countries, ASTOUND is defining what the modern experiential partner looks like. Now, in our 25th year, we are expanding into a growth engine for our clients—powered by AI, integrated creative, and next-gen content strategy —and for the business itself, driving both revenue and enterprise value.

JOB SUMMARY:

We are seeking a highly organized and detail-oriented Project Coordinator to join our Project Management team. The Project Coordinator will support multiple Project Managers in delivering projects successfully, acting as the administrative and operational backbone for our department. This role is ideal for someone eager to learn the business end-to-end, while building skills that can lead to a future Project Manager role.

KEY RESPONSIBILITIES:

• Support PMs across multiple accounts, ensuring timelines, budgets, and deliverables are tracked and up to date.
• Create and manage project documentation including schedules, budgets, purchase orders, change orders, and status reports.
• Assist in sourcing and procuring materials and services, including obtaining quotes and managing vendor/subcontractor coordination.
• Update and maintain systems such as Salesforce, NetSuite, Smartsheet, and other project management tools.
• Partner with design, engineering, and production teams to anticipate challenges and resolve issues proactively.
• Coordinate logistics for tradeshow, event, and installation projects, including site schedules and services.
• Provide financial administration support including invoice tracking, payment applications, and reporting.
• Support on problem solving, solution development, and continuous process improvement initiatives.

QUALIFICATIONS:

• Prior coordination experience in commercial construction, specialty fabrication, retail rollouts, large-scale events, or tradeshow environments.
• Experience supporting multiple PMs or departments simultaneously.
• Familiarity with Salesforce, NetSuite, Smartsheet, Bluebeam, or other project/digital workflow tools.
• Exposure to vendor/subcontractor management.
• Knowledge of billing systems (e.g., GCPay, SOV management) a plus.
• Strong organizational skills with the ability to manage multiple tasks and shifting priorities.
• Experience creating and managing project budgets and timelines.
• Competence in Excel and other Microsoft Office tools.
• Strong documentation and reporting skills with attention to detail.
• Basic understanding of production and build methodologies (tradeshow/event builds, fabrication, or permanent installs).
• Effective written and verbal communicator with cross-functional teams and external partners.
• Problem-solving mindset with ability to work independently and collaboratively.

THE VALUES YOU ALIGN WITH:

Just as important as the skills you bring to our team is alignment with our values. This means that as a collective we will collaborate with the same mindset to deliver incredible, market-leading experiences for our clients.

• Steadfast Courage - We fearlessly take on challenges and make bold decisions to achieve remarkable results.
• Unwavering Integrity - We hold ourselves to the highest ethical standards and prioritize honesty, transparency, and professionalism.
• Boundless Creativity - We push boundaries with innovative, collaborative ideas that surpass expectations and create unforgettable experiences.
• Unparalleled Service - We fearlessly take on challenges and make bold decisions to achieve remarkable results.
• Insatiable Curiosity - We never stop learning, exploring, and taking risks to create breakthrough experiences.
• Constant Collaboration - We thrive on teamwork, leverage diverse perspectives, and support each other to deliver experiences greater than the sum of their parts.

BENEFITS AND COMPENSATION

The compensation package will be commensurate with experience. Our employees are entitled to a standard set of benefits, including health and dental insurance and 401(k) with company match.

• Excellent Medical Insurance
• Excellent Dental Insurance
• Excellent Vision Insurance
• Paid Time Off, Holiday Pay
• 401K matching program after 90 days of employment
• 100% Company Life and Long-Term Disability Coverage
• Employee Referral Program

DIVERSITY COMMITMENT

We are proud to be an equal opportunity employer, and we welcome talented individuals from all backgrounds to apply. Our goal is to ensure that every candidate is evaluated solely on their qualifications, merits, and potential to contribute meaningfully to our team and mission.