PROJECT COORDINATOR

Job Description

Job Description

Position Title : Project Coordinator, Live Events

Team : Live Events

Manager : Director Of Operations, Live Events

Office Location : Wixom or Grand Rapids, MI

Who We Are

Bluewater Technologies Group, Inc., founded in 1985, is the only woman-owned business of its kind, bringing together multiple industry-leading teams under one roof. Our mission is simple : unlock the potential of spaces. That potential might mean helping organizations communicate more clearly, operate more efficiently, or even monetize their environments in new ways. From large-scale events and brand activations to workplace environments and permanent installations, we transform spaces into places that connect, inspire, and perform.

At Bluewater, you’ll find planners, makers, and innovators working side by side—blending creativity, technology, and strategy to deliver experiences that matter. Rooted in our EPIC values (Excellence, Passion, Integrity, Collaboration— and Fun!), we’re driven by a shared purpose : to make people smile.

Role Summary

The Project Coordinator, Live Events is responsible for providing administrative and logistical support to ensure the smooth execution of live and corporate event projects. This role is integral in coordinating labor, travel, documentation, and financial processes, and serves as a liaison between the project management, sales, and accounting teams. The Project Coordinator helps manage the flow of information, organizes project records, and ensures timelines and deliverables stay on track throughout the event lifecycle.

Key Responsibilities

• Assist Project Managers with pre- and post-event administrative tasks
• Open new projects in systems including R2 (inventory management software), Google Calendar, and internal job folders
• Coordinate timely and accurate project closeout, including verifying documentation, change orders, and gear returns
• Ensure all required documents are filed appropriately and aligned with internal processes
• Support the accounting team with customer invoicing by verifying financial documentation, initiating invoice tasks, and resolving discrepancies
• Track in-process project milestones and follow up on deliverables
• Labor & Travel Coordination :
• Work with Project Managers to staff live events with qualified Bluewater employees and freelance contractors
• Maintain and update labor calendars and crew assignments
• Book travel and accommodations for traveling staff
• Prepare and confirm Crew Information Sheets for all live events
• Create, submit, and revise purchase orders for contract labor as needed
• Collect contractor invoices, obtain PM approvals, and submit reconciled invoices to accounting
• Reconcile Purchase Card (P-Card) expenses by assigning job numbers, attaching receipts, and posting transactions
• Act as an internal point of contact for coordination among project stakeholders
• Facilitate timely communication between team members to ensure project alignment
• Document and distribute meeting notes and action items
• Monitor and update relevant project timelines and schedules
• Other duties as assigned.

Skills & Qualifications

Why Join Us

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform these functions.

Additional Information

This job description is intended to describe the general nature and level of work performed by individuals assigned to this position. It is not intended to be an exhaustive list of all responsibilities, duties, and skills required. Leadership reserves the right to modify, add, or remove duties as necessary to meet business needs. All employment at Bluewater Technologies Group, Inc. is at-will and subject to company policies and procedures.

Apply today to join Bluewater Technologies and help us create memorable experiences that leave a lasting impression!

Bluewater Technologies Group, Inc. is a woman-owned business that is an Equal Opportunity Employer committed to creating a diverse, equitable, inclusive, and welcoming company culture. We do not discriminate against candidates and employees because of their gender, gender identity, race, disability status, ethnicity, national origin, age, sexual orientation, education, religion, veteran status, or any other protected status under the law. We are committed to building a work environment where everyone’s thoughts, ideas, and perspectives matter, while ensuring that all individuals are treated fairly, have access to the same opportunities, and are given the resources they need to succeed in their job, regardless of their background.