Project Coordinator

Job Description

Job Description

Position Overview

FinePoint Technology provides audiovisual (AV) programming (PGM) and commissioning (CX) services, along with AV design and consulting services, to clients across a range of markets. The Project Coordinator supports our Project Managers and Principals in planning, scheduling, and administering both PGM and CX engagements and design/consulting engagements, acting as the connective tissue between our technical teams, the client, and the external parties responsible for equipment installation.

This is a coordination and support role: the Project Coordinator is not expected to independently manage full project P&L or client relationships but is expected to develop a working understanding of Pro AV project schedules and design/consulting deliverable workflows well enough to keep FinePoint's work on track across its full portfolio, and to grow into greater project ownership over time. This role has the potential to lead to a Project Manager position.

About FinePoint

FinePoint Technology is a building intelligence engineering firm serving architects, owners, and contractors. We don’t install — we design, consult, and ensure building technology works as intended. No Parts. Just Smarts. From strategic planning through construction administration and ongoing support, we provide unbiased expertise on audiovisual, telecommunications, security, and building technology systems in corporate, healthcare, education, and government environments.

Key Responsibilities

Project Scheduling & Coordination

• Track programming and commissioning milestones against each project's overall Pro AV construction schedule (as provided by the general contractor, owner's rep, or installing integrator).
• Learn to read and interpret Pro AV project schedules to determine when a room or system is ready for programming and commissioning work.
• Coordinate scheduling of FinePoint programmers and commissioning technicians across multiple concurrent projects, flagging conflicts or at-risk dates to the assigned Project Manager.
• Communicate with installing contractors and site contacts to confirm site readiness, access, and any prerequisites before commissioning visits are scheduled.
• Maintain project scheduling tools to reflect current project status and upcoming programming and commissioning needs.
• Coordinate with FinePoint's Managed Services team where a project overlaps or transitions into an ongoing managed services engagement, to keep scheduling and handoffs aligned across both sides of the business.

Design & Consulting Deliverable Coordination

• Track deadlines for design and consulting deliverables — such as system design documentation, CSI-format bid specifications, signal flow diagrams, and cable schedules — separate from P&C field scheduling.
• Coordinate with FinePoint's design/consulting staff to confirm deliverable due dates against client milestones, bid dates, and construction document phases.
• Flag at-risk deliverable deadlines to the responsible Project Manager or Principal and help sequence workload across concurrent design and consulting engagements.
• Maintain a master tracker of design/consulting deliverables, their status, and assigned owner.

Quoting & Proposal Support

• Assist Project Managers and Principals in preparing PGM & CX quotes and proposals, using established templates and pricing structure (labor hour estimates, per-room breakdowns, assumptions/exclusions).
• Compile equipment lists and scope details from client, integrator, or design documentation to support accurate quoting.
• Track outstanding quotes and proposals through internal review and client approval.

Change Order Management

• Draft change orders for scope adjustments identified during programming or commissioning, working from pricing and hours provided by the Project Manager.
• Route change orders for internal approval and client sign-off and track their status to closure.
• Ensure approved change orders are reflected in project scope, schedule, and CRM/project records.

CRM Maintenance & Project Administration

• Own day-to-day maintenance of FinePoint's active project portfolio in its CRM/project management system — keeping every project's phase, next milestone, responsible team member, and contact records current and accurate.
• Maintain accurate, up-to-date project and contact records, including project status, notes, correspondence, and documents, across both PGM & CX and design/consulting engagements.
• Log time entries, activities, and communications related to assigned projects in a timely manner.
• Generate status reports and project lists from the CRM as needed for internal team meetings.

Documentation & Cross-Team Coordination

• Support preparation of project documentation such as commissioning checklists, punch lists, and correspondence logs.
• Serve as a point of contact between our internal team and external installing contractors, general contractors, and client representatives on scheduling and administrative matters.
• Assist with scheduling internal and client-facing meetings, distribute meeting notes, and action items.
• Perform other administrative and project support duties as assigned.

Service Coordination

• Receive and log Managed Services requests from clients, open tickets, and schedule remote or onsite response within each client's contracted response time (Essential, Proactive, or Strategic).
• Schedule and track recurring service commitments, including preventive maintenance visits, monthly health reports, and quarterly business reviews, against each client's service plan.
• Coordinate onboarding for new Managed Services clients: site discovery visits, system inventory, and baseline documentation.
• Make sure onsite service visits and billable time are recorded in CRM and routed for invoicing, including the monthly invoicing review with Finance.

Required Qualifications

Education & Experience

• 1–3 years of experience in project coordination, scheduling, or administrative support, ideally in construction, low-voltage, AV, IT, or a related technical/trades industry.
• Strong organizational skills and comfort managing multiple concurrent projects and deadlines.
• Clear written and verbal communication skills for coordinating with clients, contractors, and internal staff.
• Proficiency with Microsoft Office (Word, Excel, Outlook); comfort learning CRM/PSA software.
• Ability to read and interpret project schedules, drawings, or scopes of work at a working level (training provided).

Preferred

• Prior exposure to Pro AV, low-voltage, or construction project workflows.
• Familiarity with AV industry terminology and equipment categories (conferencing, DSP, control systems, etc.).
• Experience with a PSA/CRM platform.

Job Requirements

• Required: Valid driver’s license
• Travel up to 20% (+/-) for client meetings, and project coordination, and conferences.
• Flexibility to work occasional non-traditional hours to meet project deadlines.

Work Environment

Primarily an office-based role with occasional travel to client sites for project walkthroughs, coordination meetings, or to support commissioning teams. Finepoint's project portfolio spans multiple concurrent clients and brands and includes both field-based P&C work and deliverable-driven design/consulting engagements, so this role requires the ability to context-switch across projects in different phases, work types, and industries.

Compensation & Benefits

• Competitive salary
• Comprehensive benefits package (health, dental, vision)
• Professional development support including certification exam fees and continuing education
• 401(k) with company matching
• Flexible work arrangements and technology resources
• Clear advancement opportunities within growing Design & Engineering department

FinePoint Technology is a building intelligence engineering firm serving architects, owners, and contractors. We don’t install — we design, consult, and ensure building technology works as intended. No Parts. Just Smarts. From strategic planning through construction administration and ongoing support, we provide unbiased expertise on audiovisual, telecommunications, security, and building technology systems in corporate, healthcare, education, and government environments.

Company Description

FinePoint Technology is a building intelligence engineering firm serving architects, owners, and contractors. We don’t install — we design, consult, and ensure building technology works as intended. No Parts. Just Smarts. From strategic planning through construction administration and ongoing support, we provide unbiased expertise on audiovisual, telecommunications, security, and building technology systems in corporate, healthcare, education, and government environments.