Project Coordinator

Job Description

💼 Project Coordinator (Asana, Monday.com, ClickUp & Operations Coordination) – Remote

Full-Time | Remote | U.S. Business Hours

🚀 About the Role

Our client is seeking a highly organized and execution-focused Project Coordinator to support the planning, coordination, and successful delivery of projects across teams and stakeholders.

This role is responsible for maintaining:

• project timelines
• task tracking
• stakeholder communication
• documentation
• reporting visibility
• operational coordination

This is not a passive administrative role.

You’ll act as the operational backbone of project execution — ensuring:

✅ deadlines stay on track

✅ communication remains clear

✅ stakeholders stay aligned

✅ risks are surfaced early

✅ nothing falls through the cracks

If you thrive in:

👉 fast-paced environments

👉 structured workflows

👉 cross-functional coordination

👉 execution-focused operations

this role is a strong fit.

🔥 What You’ll Own

Project Planning & Timeline Management

• Build and maintain project schedules, timelines, and trackers using tools such as:

  • Asana
  • Monday.com
  • Trello
  • ClickUp
  • Smartsheet
  • MS Project

• Update:

  • milestones
  • dependencies
  • deliverables
  • ownership tracking

• Support project managers with:

  • scheduling
  • prioritization
  • coordination
  • execution planning

• Ensure deadlines and next steps remain visible and actionable

Documentation & Reporting

• Capture:

  • meeting notes
  • action items
  • key decisions

• Prepare and distribute:

  • agendas
  • status updates
  • project summaries
  • follow-up documentation

• Maintain organized repositories within:

  • Google Drive
  • SharePoint
  • Confluence
  • Notion

• Build weekly reporting dashboards highlighting:

  • progress
  • blockers
  • risks
  • upcoming priorities

Communication & Stakeholder Coordination

• Serve as the coordination point between:

  • project managers
  • internal teams
  • leadership
  • vendors
  • external stakeholders

• Ensure project updates are communicated clearly and consistently

• Follow up proactively on:

  • tasks
  • approvals
  • dependencies
  • deliverables

• Escalate blockers and delays before timelines are impacted

Task, Resource & Workflow Tracking

• Monitor task completion across multiple workstreams

• Track:

  • dependencies
  • workload distribution
  • resource allocation
  • scheduling conflicts

• Maintain visibility into overall project health

• Ensure workflows remain organized and operationally efficient

Risk Monitoring & Quality Control

• Identify:

  • overdue items
  • bottlenecks
  • workflow gaps
  • execution risks

• Maintain and update:

  • risk logs
  • mitigation plans
  • escalation tracking

• Ensure deliverables are reviewed for:

  • completeness
  • quality
  • consistency

• Maintain alignment with SOPs and internal standards

Vendor & External Coordination

• Coordinate communication with:

  • vendors
  • contractors
  • external partners

• Track:

  • deliverables
  • timelines
  • contractual obligations

• Escalate delays or operational issues as needed

💻 Requirements

Core Requirements

• 2+ years of experience in:

  • project coordination
  • operations support
  • administrative coordination

• Hands-on experience with:

  • Asana
  • Trello
  • Monday.com
  • ClickUp
  • Smartsheet
  • MS Project

• Strong Excel / Google Sheets skills including:

  • formulas
  • trackers
  • conditional formatting
  • reporting

• Excellent written and verbal English communication skills

• Strong organizational and documentation discipline

⭐ Preferred Experience

• PMP, CAPM, Agile, or Scrum certification (or currently pursuing)

• Familiarity with:

  • Agile workflows
  • sprint planning
  • project ceremonies

• Experience supporting:

  • SaaS
  • marketing
  • operations
  • professional services
  • construction projects

• Startup or agency environment experience

• Exposure to:

  • KPI dashboards
  • operational reporting
  • workflow optimization

🧠 What Makes You a Strong Fit

• Highly organized and process-oriented
• Strong communicator who keeps teams aligned
• Comfortable juggling multiple projects and priorities
• Proactive with strong follow-through
• Calm under pressure and deadline-driven environments
• Naturally detail-oriented and execution-focused

📅 What a Typical Day Looks Like

• Update project schedules and trackers
• Follow up on deliverables and outstanding tasks
• Coordinate meetings and document action items
• Prepare status reports and leadership updates
• Communicate with stakeholders and vendors
• Monitor risks and escalate blockers proactively
• Maintain clean, organized project documentation

In short:

You ensure projects remain organized, visible, on track, and operationally aligned from start to finish.

📊 Key Metrics for Success (KPIs)

• On-time delivery of project milestones
• Accuracy and consistency of reporting
• No missed deadlines due to coordination gaps
• Timely escalation and resolution of blockers
• Stakeholder satisfaction with communication and visibility
• Organized, audit-ready documentation and workflows

🌟 Why This Role Stands Out

• High ownership across multiple projects and workflows

• Strong visibility with leadership and cross-functional teams

• Opportunity to improve operational systems and processes

• Exposure to modern project management tools and methodologies

• Remote flexibility with structured operational workflows

• Growth opportunities into:

  • Project Manager
  • PMO Coordinator
  • Operations Manager
  • Strategic Operations roles

🧪 Interview Process

• Initial Phone Screen
• Video Interview with Pavago Recruiter
• Practical Assessment

(project tracker, coordination scenario, or reporting exercise)

• Client Interview
• Offer & Background Verification

👉 Apply Now

If you:

• love keeping projects organized and moving forward
• thrive in fast-paced operational environments
• are proactive with communication and follow-through
• enjoy coordinating people, timelines, and workflows

this role is a strong fit for you.