Project Coordinator

Job Description

🚀 Project Coordinator (Asana, Trello, Project Tracking & Operations) – Remote

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 on time
• stakeholders remain aligned
• risks are identified early
• documentation stays organized and accurate

You’ll work closely with project managers, leadership, vendors, and internal teams to maintain visibility, coordination, and momentum across active projects.

If you are:

• highly organized
• proactive with follow-ups
• strong in communication and coordination
• comfortable managing multiple moving parts
• detail-oriented under pressure

this role is a strong fit.

🔥 What You’ll Own

Project Planning & Timeline Management

• Maintain and update project plans using:

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

• Track:

  • timelines
  • milestones
  • dependencies
  • deliverables
  • project status

• Ensure schedules and task trackers remain accurate and updated

• Help teams stay aligned on priorities and deadlines

• Monitor project progress and escalate delays proactively

Documentation & Reporting

• Prepare:

  • meeting agendas
  • meeting notes
  • action items
  • weekly project reports
  • status updates

• Maintain organized project documentation in:

  • Google Drive
  • SharePoint
  • Confluence
  • Notion

• Build and maintain reports covering:

  • project progress
  • risks and blockers
  • task completion
  • operational updates

• Ensure documentation remains clean, accessible, and audit-ready

Communication & Stakeholder Coordination

• Act as the central liaison between:

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

• Ensure:

  • clear communication
  • alignment on priorities
  • visibility into deliverables
  • accountability across teams

• Follow up proactively on tasks, approvals, and deadlines

• Escalate blockers, delays, or operational risks before timelines are impacted

Task & Resource Tracking

• Monitor:

  • task completion
  • dependencies
  • workload allocation
  • scheduling conflicts

• Ensure no task or deliverable falls through the cracks

• Help maintain accountability and execution consistency across projects

Risk & Quality Management

• Identify:

  • bottlenecks
  • overdue tasks
  • coordination gaps
  • operational risks

• Maintain risk logs and escalation tracking

• Ensure deliverables meet quality standards before submission

• Support process consistency and SOP adherence

Vendor & External Coordination

• Coordinate with:

  • contractors
  • vendors
  • external partners

• Track deliverables against timelines and expectations

• Escalate delays or service issues proactively

• Maintain organized communication and documentation across external workflows

💻 Required Experience & Skills

Core Requirements

• 2+ years of experience in:

  • project coordination
  • operations support
  • administrative coordination
  • project support roles

• Hands-on experience with:

  • Asana
  • Trello
  • Monday.com
  • ClickUp
  • or similar project management platforms

• Strong Excel / Google Sheets skills including:

  • trackers
  • formulas
  • pivot tables
  • conditional formatting

• Strong documentation and organizational skills

• Excellent written and verbal English communication

• Strong follow-up and accountability mindset

• Comfortable working remotely across multiple stakeholders and time zones

⭐ Nice to Have

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

• Familiarity with:

  • Agile workflows
  • sprint planning
  • project ceremonies

• Experience supporting:

  • SaaS
  • marketing
  • professional services
  • construction
  • operations-heavy businesses

• Exposure to KPI tracking and operational reporting dashboards

🧠 What Makes You a Strong Fit

• Extremely organized and detail-oriented
• Strong communication and coordination skills
• Proactive problem-solver with strong follow-through
• Comfortable managing multiple priorities simultaneously
• Calm under pressure in fast-paced environments
• Able to identify risks before they become operational issues
• Strong ownership mentality with execution-focused mindset

📅 What a Typical Day Looks Like

• Update project timelines and task trackers
• Follow up with teams on deliverables and deadlines
• Prepare meeting notes and action items
• Build project status updates and reporting dashboards
• Coordinate communication across stakeholders
• Track dependencies, blockers, and operational risks
• Maintain organized project documentation and workflows
• Escalate delays before project timelines are impacted

In short:

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

📊 Key Metrics for Success (KPIs)

• On-time completion of milestones and deliverables
• Accuracy and consistency of project reporting
• Reduction in missed deadlines caused by coordination gaps
• Clean and organized project documentation
• Timely escalation of blockers and risks
• Positive stakeholder feedback on communication and organization
• Reliable follow-through across projects and workflows

🌟 Why This Role Stands Out

• High ownership across multiple active projects

• Direct exposure to leadership and operations teams

• Strong impact on execution quality and delivery success

• Structured workflows with measurable KPIs

• Opportunity to grow into:

  • Project Manager
  • Operations Manager
  • Program Coordinator
  • PMO roles

• Fully remote environment with long-term growth potential

🧪 Interview Process

• Initial Phone Screen
• Video Interview with Pavago Recruiter
• Practical Task (Project Tracker + Status Report Exercise)
• Client Interview
• Offer & Background Verification

👉 Apply Now

If you:

• love keeping projects organized and moving forward
• are proactive and detail-driven
• thrive in fast-paced operational environments
• enjoy coordinating teams, timelines, and execution

this is a strong opportunity to step into a high-impact project coordination role.