What are the responsibilities and job description for the Project Coordinator position at Fantasee Integration?
About the Role
Fantasee Integration is seeking a Project Coordinator to join our dynamic and growing team! As a leader in Architainment, the intersection of architecture and entertainment, we design and deliver lighting and control systems that transform spaces and experiences. From architectural landmarks to performance venues, our projects combine technical precision with creative innovation.
We’re looking for a detail-oriented, proactive Project Coordinator to help keep our projects running smoothly. This role will support our Project Management and Operations teams by organizing project documentation, tracking schedules, and assisting with client and vendor communications.
Role & Responsibilities
- Take the lead on coordinating our Professional Services projects
- Assist Project Managers in planning, scheduling, and executing lighting integration and installation projects
- Prepare and maintain project documentation including submittals, purchase orders, equipment tracking, and closeout packages.
- Track project progress and update internal systems.
- Coordinate with vendors, suppliers, and subcontractors to confirm delivery dates, lead times, and jobsite needs.
- Support logistics planning for equipment shipments and technician scheduling.
- Attend internal project meetings; document and distribute meeting notes and action items as needed.
- Assist in budget tracking, change orders, and client invoicing preparation.
- Maintain organized project files and ensure all project data is complete and accurate.
Preferred Experience
- 2 years of project coordination, administrative, or operations experience (preferably in construction, lighting, or technical trades industry)
- Strong organizational skills with excellent attention to detail and follow-through.
- Ability to manage multiple priorities and deadlines in a fast-paced environment.
- Proficient with Microsoft Office and project management software.
- Strong written and verbal communication skills.
- Self-motivated and collaborative team player.
- Proficiency in CRM software (HubSpot preferred)
About the Company
Fantasee Integration is a leading provider of lighting, A/V, and rigging systems, with a focus on system design, system integration, installation, and service & repair for permanent installations in the Architainment and theater industries. Based in Detroit, MI we pride ourselves on our innovative and customer-centric approach delivering exceptional customer service while creating unforgettable experiences and providing comprehensive solutions to meet our clients' diverse needs.