Job Description
📋 Project Coordinator (Asana, Trello, Project Tracking & Operations) – Remote | U.S. Hours
Position Type: Full-Time, Remote
Working Hours: U.S. Client Business Hours (flexibility for deadlines)
🚀 About the Role
At Pavago, one of our clients is hiring a highly organized and execution-focused Project Coordinator to bring structure, accountability, and visibility across multiple projects and operational workflows.
This is not a passive administrative role.
You will act as the operational backbone of project execution — ensuring:
- timelines stay on track
- deliverables are completed
- stakeholders remain aligned
- risks are identified early
- documentation stays organized and accurate
You’ll work closely with:
- project managers
- operations teams
- leadership
- vendors
- cross-functional stakeholders
to keep projects moving efficiently from planning through execution.
If you are:
- highly organized
- proactive with follow-ups
- detail-oriented
- strong in communication and coordination
this role is a strong fit.
🔥 What You’ll Own
Project Planning & Timeline Management
Maintain and update project plans using:
- Asana
- Trello
- Monday.com
- Smartsheet
- MS Project
Track:
- timelines
- milestones
- deliverables
- dependencies
- ownership
Ensure project trackers and schedules remain accurate and updated
Help teams stay aligned on priorities and deadlines
Documentation & Reporting
Prepare and maintain:
- meeting agendas
- meeting notes
- action items
- weekly project reports
- project dashboards
Organize project documentation within:
- Google Drive
- SharePoint
- Confluence
- Notion
Create reports covering:
- project progress
- blockers
- risks
- operational updates
- KPI tracking
Ensure documentation remains clean, accessible, and audit-ready
Communication & Coordination (Core Responsibility)
Act as the central liaison between:
- project managers
- internal teams
- leadership
- vendors
- stakeholders
Ensure:
- clear communication
- alignment on priorities
- visibility into deadlines and deliverables
Follow up proactively on:
- outstanding tasks
- approvals
- dependencies
- deliverables
Escalate delays or blockers before timelines are impacted
Task & Resource Tracking
Monitor:
- task completion
- project dependencies
- resource availability
- workload tracking
Ensure no deliverables or deadlines fall through the cracks
Maintain accountability across active projects and workflows
Risk & Quality Management
Identify:
- bottlenecks
- delays
- operational risks
- coordination gaps
Maintain:
- risk logs
- escalation trackers
- mitigation updates
Help ensure deliverables meet quality expectations before submission
Vendor & External Coordination
Coordinate with:
- vendors
- contractors
- external stakeholders
Track timelines and external deliverables
Escalate issues proactively when expectations are not met
Maintain visibility into external project dependencies
💻 Must-Have Requirements
Experience
2+ years of experience in:
- project coordination
- operations support
- administrative coordination
- project support roles
Core Skills
Hands-on experience with:
- Asana
- Trello
- Monday.com
- ClickUp
- Smartsheet
- or similar project management tools
Strong Excel / Google Sheets skills including:
- trackers
- pivot tables
- conditional formatting
- reporting
Excellent organizational and documentation skills
Strong written and verbal communication abilities
Comfortable managing multiple projects simultaneously
Ability to work independently in remote environments
⭐ Nice to Have
Certifications such as:
- PMP
- CAPM
- Agile
- Scrum certifications
Familiarity with:
- Agile workflows
- sprint planning
- project ceremonies
Experience supporting:
- SaaS companies
- marketing teams
- operations-heavy businesses
- construction projects
- professional services environments
🧠 What Makes You a Strong Fit
- Extremely organized and detail-oriented
- Strong follow-up and accountability mindset
- Proactive in identifying risks and solving issues early
- Calm under pressure and comfortable with shifting priorities
- Excellent communicator across teams and stakeholders
- Able to manage multiple moving parts without losing visibility
📅 What a Typical Day Looks Like
- Update project trackers, timelines, and dashboards
- Follow up with teams on deadlines and deliverables
- Coordinate meetings and document action items
- Prepare project status reports and operational updates
- Escalate blockers or risks proactively
- Maintain organized project documentation and workflows
- Communicate updates across stakeholders and leadership
In short:
You ensure projects remain organized, visible, on-track, and operationally controlled from start to finish.
📊 Key Metrics for Success (KPIs)
- On-time completion of tasks and project milestones
- Accuracy and consistency of reporting and documentation
- Reduction in missed deadlines caused by coordination gaps
- Stakeholder satisfaction with communication and organization
- Clean and updated project documentation
- Successful escalation and resolution of risks and blockers
🌟 Why This Role Stands Out
High ownership across multiple projects and workflows
Direct exposure to leadership and operations teams
Clear impact on project execution and delivery quality
Structured workflows with measurable KPIs
Opportunity to grow into:
- Project Manager
- Operations Manager
- Program Coordinator
- PMO roles
Fully remote role with long-term growth potential
🧪 Interview Process
- Initial Phone Screen
- Video Interview with Pavago Recruiter
- Practical Task (project tracker + status 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 and detail-driven
- enjoy coordinating teams, timelines, and execution
this role is a strong fit for you.
