AV/VTC Project Coordinator

Job Description

Job Description

Business Technology Integrators (BTI) is a Service-Disabled Veteran-Owned Small Business (SDVOSB) with more than 25 years of experience delivering innovative and reliable IT and engineering solutions to the Federal Government. BTI supports mission-critical programs across defense and civilian agencies, with core expertise in cybersecurity, program management, enterprise IT, and technical oversight services

Position Overview

The AV/VTC Project Coordinator is responsible for planning, coordinating, and executing audiovisual (AV) and video teleconferencing (VTC) productions supporting the EEOC. This position supports executive meetings, conferences, town halls, live events, webinars, training sessions, and hybrid collaboration environments.

The AV/VTC Project Coordinator serves as the primary liaison among customers, presenters, IT teams, AV technicians, VTC operators, contractors, vendors, and organizational stakeholders. The Coordinator ensures that technical operations, personnel, schedules, equipment, and event logistics are fully aligned to deliver reliable, professional, and high-quality audio, video, streaming, and presentation experiences.

Key ResponsibilitiesAV/VTC Systems and Operations

• Manage the daily operations of enterprise AV and VTC systems across multiple conference rooms, facilities, executive briefing areas, training rooms, and collaboration spaces.
• Coordinate enterprise AV/VTC services supporting mission-critical communications and organizational events.
• Monitor system health, availability, capacity, and performance using enterprise management and monitoring tools.
• Configure, maintain, operate, and troubleshoot VTC endpoints, codecs, digital signal processors (DSPs), control systems, digital signage, presentation systems, recording platforms, and collaboration technologies.
• Operate or oversee video conferencing systems, camera systems, audio mixing consoles, presentation switchers, streaming platforms, recording systems, lighting, and digital signage.
• Support Microsoft Teams, Zoom, Cisco Webex, and other unified communications and collaboration platforms.
• Perform root-cause analysis and coordinate the resolution of complex hardware, software, network connectivity, audiovisual, and system interoperability issues.
• Monitor live system performance and coordinate immediate technical troubleshooting to minimize event interruptions.
• Coordinate scheduled maintenance, firmware upgrades, software updates, equipment repairs, technology refreshes, and system lifecycle replacements.
• Participate in after-hours maintenance windows and provide on-call operational support when required.
• Support incident, problem, and change management activities in accordance with ITIL best practices.
• Evaluate AV/VTC system performance and recommend operational improvements, capacity-planning initiatives, and technology upgrades.
• Assist with requirements gathering, system acceptance testing, commissioning, and transitioning newly installed AV/VTC systems into operational support.

Event Planning and Production

• Lead the planning, production, coordination, and execution of live, virtual, and hybrid events.
• Serve as the primary production lead for executive meetings, board meetings, conferences, town halls, webinars, training sessions, and special events.
• Consult with customers and stakeholders to identify event objectives, audience requirements, production needs, and technical specifications.
• Develop comprehensive production plans, event timelines, run-of-show documents, cue sheets, technical checklists, and contingency plans.
• Coordinate rehearsals, technical run-throughs, sound checks, presenter briefings, and equipment testing.
• Direct live event operations and ensure smooth transitions among speakers, presentations, video content, demonstrations, and other multimedia elements.
• Monitor audio, video, lighting, streaming, recording, conferencing, and presentation systems throughout each event.
• Coordinate the recording and live streaming of events to internal and external audiences.
• Ensure that all production elements are completed on schedule and meet established technical and quality standards.
• Anticipate production risks and implement backup procedures to address equipment failures, connectivity issues, platform disruptions, and other technical challenges.

Production and Project Coordination

• Coordinate activities among IT teams, AV technicians, VTC operators, contractors, vendors, presenters, and event stakeholders.
• Assign production roles and responsibilities for each event and confirm that all personnel understand their assignments.
• Manage event schedules, technical resources, equipment availability, room readiness, and staffing requirements.
• Track production activities, milestones, dependencies, risks, issues, and action items through event completion.
• Coordinate vendor support, manufacturer assistance, equipment repairs, warranty services, and third-party production services.
• Conduct post-event reviews to document lessons learned, customer feedback, technical issues, and opportunities for process improvement.
• Promote consistent AV/VTC production practices across conference rooms and event environments.
• Ensure appropriate escalation of technical, scheduling, staffing, and customer-service concerns.

Documentation and Asset Management

• Develop, maintain, and update AV/VTC operational and production documentation.
• Create and maintain standard operating procedures, network and system diagrams, runbooks, configuration records, troubleshooting guides, production templates, and event checklists.
• Maintain accurate records of AV/VTC equipment, system configurations, licenses, warranties, repairs, and replacement schedules.
• Manage AV/VTC asset inventories and help ensure that equipment is properly tracked, maintained, stored, and available for scheduled events.
• Document incidents, service requests, technical resolutions, system changes, and recurring performance issues.
• Prepare operational reports, event summaries, system status updates, and recommendations for management and stakeholders.

Customer and Executive Support

• Serve as the primary customer contact throughout the event planning and production lifecycle.
• Provide executive-level support before, during, and after meetings and events.
• Recommend production solutions based on event objectives, audience size, venue, available technology, budget, and security or operational considerations.
• Maintain proactive communication with customers, presenters, technical personnel, and stakeholders.
• Confirm requirements, schedules, responsibilities, testing needs, and deliverables in advance of each event.
• Provide presenter orientation and coaching on AV/VTC technologies, presentation practices, microphones, cameras, screen sharing, and virtual meeting platforms.
• Ensure customer expectations are met through detailed planning, professional service, timely communication, and effective issue resolution.

Required Qualifications

• Demonstrated experience coordinating enterprise audiovisual, video teleconferencing, live-event, virtual-event, or hybrid-event operations.
• Experience supporting executive meetings, conferences, webinars, town halls, training sessions, and other high-visibility events.
• Technical experience with VTC endpoints, codecs, DSPs, control systems, camera systems, audio mixing consoles, presentation switchers, streaming platforms, recording systems, and digital signage.
• Experience supporting Microsoft Teams, Zoom, Cisco Webex, and related unified communications platforms.
• Demonstrated ability to develop event production plans, timelines, run-of-show documents, cue sheets, technical checklists, and contingency plans.
• Experience coordinating technical personnel, vendors, contractors, equipment, conference rooms, and event schedules.
• Strong knowledge of AV/VTC troubleshooting, system monitoring, network connectivity, and technology interoperability.
• Experience performing or coordinating root-cause analysis for complex technical problems.
• Experience maintaining SOPs, system documentation, configuration records, inventories, licenses, warranties, and asset information.
• Understanding of incident, problem, and change management processes and ITIL-aligned service delivery practices.
• Ability to manage multiple events and competing priorities in a fast-paced, customer-focused environment.
• Strong organizational, project coordination, problem-solving, and time-management skills.
• Excellent written, verbal, interpersonal, and customer-service skills.
• Ability to communicate technical information clearly to executive, technical, and non-technical stakeholders.
• Ability to remain composed and make sound decisions during high-profile live events and time-sensitive technical incidents.
• Ability to work on-site in Washington, DC and participate in after-hours maintenance or on-call support when required.

Preferred Qualifications

• Experience supporting AV/VTC operations within a federal government or similarly regulated enterprise environment.
• Experience supporting executive briefing centers, large conference facilities, training environments, and multi-room AV/VTC operations.
• Knowledge of AV system commissioning, acceptance testing, lifecycle planning, and technology-refresh initiatives.
• Familiarity with IT service-management tools and enterprise AV/VTC monitoring platforms.
• Relevant AV, VTC, unified communications, project management, or IT service-management certifications are preferred.

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