Project Coordinator - Hourly (REMOTE U.S. Based)

Company Description

Luna Lux is a premier lighting design, AV design, and equipment rental procurement, and integration company founded in 2012. We provide lighting and AV design services for museum exhibitions, theme parks, live events, activation, and experiential industries. We also offer technical labor and equipment rentals in North America with a specific focus on live events.  

Our design studio and central warehouse are located in Dallas, TX. We have representation in Houston, Los Angeles, New York City, Chicago, and Philadelphia., allowing us to serve North America from coast to coast. Our European headquarters is in Dublin, Ireland.

We design for:

• Theatre
• Museum Installations
• Theme Parks
• Cruise Ships
• Corporate Events
• Architectural and Permanent Installations
• Indoor and Outdoor Projection Mapped Activations
• Live Event Broadcasts
• Concerts
• Activations

Job Description

The Project Coordinator supports project managers and project teams in the planning, organization, and execution of projects from start to finish. They help ensure that projects remain organized, on schedule, within budget, and aligned with contractual requirements. The Project Coordinator manages project documentation, schedules, communications, and administrative tasks while coordinating information between the company, clients, vendors, and project team. They assist the project managers with tracking project progress, identifying issues, preparing project deliverables, and maintaining accurate project records. The Project Coordinator is expected to develop a strong understanding of the company's project management processes and work toward progressively taking on greater project management responsibilities.

Job Responsibilities:

• Assist project managers with planning, organizing, and maintaining project plans, schedules, task lists, action items, and deadlines.
• Coordinate project meetings, including scheduling, agendas, meeting notes, and distribution of action items.
• Track project progress and follow up with team members, vendors, and clients on outstanding tasks and deliverables.
• Maintain accurate and organized project documentation, including meeting notes, schedules, and correspondence.
• Assist with project budgeting and financial tracking, including monitoring purchase orders, invoices, expenses, and committed costs.
• Assist project managers with identifying and documenting project risks, issues, and potential schedule or budget impacts.
• Coordinate communication between company staff, clients, vendors, subcontractors, consultants, and other project stakeholders.
• Assist with preparing project reports, status updates, presentations, and other project deliverables.
• Maintain project records and ensure required documentation is completed and distributed in a timely manner.
• Communicate project updates and outstanding items to the project managers and relevant project team members.
• Develop an understanding of project management best practices, company procedures, and project delivery standards.
• Continue professional development and education related to project management, entertainment technology, and emerging technologies.
• Perform other related duties as assigned.

Qualifications

Requirement Capabilities:

• Theater, Film/TV, Theme Park, and/or Museum Design Experience
• Working knowledge of theatrical design and technical knowledge of specific disciplines, including methods of construction.
• Working knowledge of architectural and facility requirements and the integration of lighting, audio, video, media, and other technical systems into an attraction, museum, or live event.
• Understanding of the creative process and the development of creative design.
• Ability to support the delivery of a project's established scope, schedule, and budget.
• Demonstrated commitment to ongoing personal education.
• Ability to work flexible hours, including nights, weekends, and holidays when required.
• Proficient in Microsoft Office and/or G Suite.
• Familiarity with project management, scheduling, accounting, or collaboration software.
• Basic understanding of project documentation and vendor coordination.
• Ability to learn and effectively use company-specific project management and business systems.
• Possess excellent communication skills; highly motivated; can accept direction easily.
• Fluent in English (written and spoken).
• Excellent verbal and written communication skills.
• Excellent interpersonal and customer service skills.
• Excellent organizational skills and attention to detail.
• Excellent client-facing skills.
• Excellent time management skills with a proven ability to meet deadlines.
• Strong analytical and problem-solving skills.
• Ability to collaborate and work as a team.
• Ability to prioritize tasks and manage multiple projects and deadlines.
• Ability to follow established processes while identifying opportunities to improve project organization and efficiency.
• Ability to communicate effectively with individuals across different departments, levels of responsibility, and areas of technical expertise.

Desired Capabilities:

• Experience working in a project-based environment, preferably within entertainment, design, architecture, construction, events, museums, themed attractions, or related industries.
• Ability to work closely with project managers and relevant staff to prioritize, organize, and coordinate activities during design, procurement, installation, content integration, programming, and project closeout.
• Ability to read and interpret architectural, MEP, and construction drawings.
• Familiarity with lighting, audio, video, media, or other entertainment technology systems.
• Experience coordinating vendors, subcontractors, consultants, or other external project partners.
• Familiarity with project scheduling and task management software.
• Basic understanding of project budgets, purchase orders, invoices, and financial reporting.
• Previous experience assisting with project management or serving as a project lead is preferred.
• Interest in progressing toward a Project Manager role.

Travel is estimated at 10%

The project coordinator reports to the Chief Operating Officer.

Additional Information

The right candidate has strong organizational skills, the ability to manage deadlines, prioritize, and adjust as needed. It’s important that you enjoy or have had experience working in entertainment, theme parks, museums, and theatrical experiences. 

Successful candidates may be required to travel domestically and internationally and must be comfortable working closely with clients and vendors of different cultural backgrounds. Successful candidates must have a valid passport with no travel restrictions or the ability to obtain one within 6 weeks after employment. 

This position is a part time hourly opportunity for the right candidate. Estimated hours are 10-20 hours per week. This position is a remote position, with preference given to candidates living in CA, MA, NC, NY, IL, NY, PA, and TX. Candidates must reside and be legally eligible to work in the US

This position is NOT FLSA Exempt. EOE.

All your information will be kept confidential according to EEO guidelines.