Project Coordinator

Job Description

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

Position Type: Full-Time, Remote

Working Hours: 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, and operational coordination.

This is not a passive administrative role. You’ll serve as the operational backbone of project execution, ensuring deadlines stay on track, communication remains clear, stakeholders stay aligned, risks are identified early, and nothing falls through the cracks.

If you thrive in fast-paced environments, structured workflows, cross-functional coordination, and execution-focused operations, this role could be an excellent fit.

Key Responsibilities

Project Planning & Timeline Management

• Build and maintain project schedules, timelines, and trackers using tools such as Asana, Monday.com, Trello, ClickUp, Smartsheet, and MS Project.
• Update milestones, dependencies, deliverables, and ownership tracking.
• Support project managers with scheduling, prioritization, coordination, and execution planning.
• Ensure deadlines, deliverables, and next steps remain visible and actionable.

Documentation & Reporting

• Capture meeting notes, action items, and key decisions.
• Prepare and distribute agendas, status updates, project summaries, and follow-up documentation.
• Maintain organized documentation within Google Drive, SharePoint, Confluence, or Notion.
• Build weekly reporting dashboards highlighting progress, risks, blockers, and upcoming priorities.

Communication & Stakeholder Coordination

• Act as the central coordination point between project managers, internal teams, leadership, vendors, and external stakeholders.
• Ensure project updates are communicated clearly and consistently.
• Follow up proactively on approvals, deliverables, dependencies, and outstanding tasks.
• Escalate blockers and delays before project timelines are impacted.

Task, Resource & Workflow Tracking

• Monitor task completion across multiple projects and workstreams.
• Track dependencies, workload distribution, resource allocation, and scheduling conflicts.
• Maintain visibility into overall project health and progress.
• Help keep workflows organized, efficient, and aligned with project goals.

Risk Monitoring & Quality Control

• Identify overdue tasks, bottlenecks, workflow gaps, and execution risks.
• Maintain and update risk logs, mitigation plans, and escalation trackers.
• Review deliverables for completeness, consistency, and quality.
• Ensure adherence to internal standards, processes, and SOPs.

Vendor & External Coordination

• Coordinate communication with vendors, contractors, and external partners.
• Track deliverables, timelines, and contractual obligations.
• Escalate delays, risks, or operational issues as needed.

Requirements

Required Qualifications

• 2+ years of experience in project coordination, operations support, administrative coordination, or a related role.
• Hands-on experience with project management tools such as Asana, Monday.com, Trello, ClickUp, Smartsheet, or MS Project.
• Strong Excel and Google Sheets skills, including formulas, trackers, reporting, and conditional formatting.
• Excellent written and verbal English communication skills.
• Strong organizational skills and attention to detail.
• Ability to manage multiple priorities in a remote environment.

Preferred Qualifications

• PMP, CAPM, Agile, or Scrum certification (or currently pursuing).
• Familiarity with Agile methodologies, sprint planning, and project ceremonies.
• Experience supporting SaaS, marketing, operations, professional services, construction, or agency environments.
• Exposure to KPI dashboards, operational reporting, and workflow optimization.

What Makes You a Strong Fit

• Highly organized and process-oriented.
• Strong communicator who keeps teams aligned and informed.
• Comfortable juggling multiple projects and priorities simultaneously.
• Proactive with excellent 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 proactively escalate blockers.
• Maintain clean, organized project documentation.

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

Key Performance Indicators (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 Join?

• 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.
• Fully remote work environment.
• Career growth opportunities into Project Manager, PMO Coordinator, Operations Manager, or Strategic Operations roles.

Interview Process

1. Initial Phone Screen
2. Video Interview with Pavago Recruiter
3. Practical Assessment (Project Tracker, Coordination Scenario, or Reporting Exercise)
4. Client Interview
5. Offer & Background Verification

Apply Now

If you enjoy keeping projects organized, coordinating people and timelines, improving operational efficiency, and ensuring work gets completed accurately and on schedule, we’d love to hear from you.