AV Engineer

1. Objective:- To ensure smooth, uninterrupted operations of all Audio-Visual (AV) and Video Conferencing (VC) equipment in conference rooms, including proactive maintenance, real-time support, meeting coordination, and performance monitoring. 2. Scope of Services:- A. AV & VC Equipment Maintenance • Routine preventive maintenance of all AV & VC devices. • Monitor health, connectivity, and functionality of: Video conferencing systems (Cisco video conference Room Series, Board series etc.) o Audio systems (microphones, speakers, amplifiers, wireless display) Displays (LED, projectors, interactive screens) o Control panels and room scheduling display • Firmware updates and patch management of AV systems. • Basic cable management and troubleshooting (HDMI & TYPE C, LAN, Power). • Device health reporting and escalation of hardware faults. B. Real-Time Meeting Support & Coordination • Act as the point of contact for initiating and managing scheduled meetings. • Pre-check and prepare rooms at least 1530 minutes before meetings. • Ensure AV setup is tested, powered on, and ready before any conference call. • Provide live support during important meetings or events (town halls, faculty webinars). • Coordinate with remote teams or IT to troubleshoot any mid-meeting AV issues. C. Helpdesk Support & Ticketing • Logging of issues in an AV support OEM ticketing system. • Real-time response and resolution of user complaints. • Maintain records of all reported issues and resolution timelines. D. Reporting & Documentation • Monthly health check reports of all AV equipment. • Incident log summary. • Usage statistics (if available through device analytics). • Meeting room utilization reports (optional, if integrated). 3. Working Hours • Support window: Monday to Friday, 9 AM 6 PM (customizable). • On-demand support for weekend/holiday events or executive meetings (with prior notice). 4. Personnel • 1 AV technician or coordinator stationed per building as per requirement. • Backup technician for escalations and special events. • Periodic training provided to staff by OEM or internal experts. 5. Deliverables • Preventive maintenance checklist (monthly) • Device health report (monthly) • Incident log (weekly or monthly) • Meeting coordination calendar/report (optional) AV & VC Devices Management Checklist Task Frequency Responsibility Check device power and network connectivity Daily AV Tech Test camera, mic, speaker functionality Daily AV Tech Ensure firmware/software is up to date Monthly AV Tech Task Frequency Responsibility Clean lenses, displays, and touch panels Weekly AV Tech Verify video/audio sync in VC calls Daily AV Tech Validate control panel functionality Weekly AV Tech Check cable management & damage Weekly AV Tech Test integration with Zoom/Teams/ Webex Weekly AV Tech Log and resolve user complaints Ongoing AV Support Conduct room readiness checks pre-meeting Per Meeting AV Tech Prepare usage and incident reports Monthly AV Coordinator