Project Coordinator

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 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 execution backbone of the team — ensuring: - Timelines stay on track - Deliverables are completed - Stakeholders stay aligned - Risks are identified early - Documentation remains organized and accurate If you are: - Highly organized - Proactive with follow-ups - Comfortable managing multiple moving parts - 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 - MS Project / Smartsheet - Track: - Timelines - Milestones - Dependencies - Deliverables - Ensure schedules and project trackers remain accurate and updated - Help teams stay aligned on priorities and deadlines Documentation & Reporting - Prepare: - Meeting agendas - Meeting notes - Action items - Weekly project reports - Maintain organized documentation in: - SharePoint - Google Drive - Confluence - Create reports covering: - Progress updates - Risks and blockers - Key project metrics - Ensure all project documentation stays clean and accessible Communication & Coordination (Core Responsibility) - Act as the central liaison between: - Project managers - Team members - Leadership - Stakeholders - Ensure: - Clear communication - Alignment on priorities - Proper documentation of decisions - Follow up proactively on tasks and deliverables - Escalate delays or blockers early before timelines are impacted Task & Resource Tracking - Monitor: - Task completion - Resource availability - Dependencies - Ensure no task or deliverable gets missed - Help maintain accountability across active projects Risk & Quality Management - Identify: - Delays - Bottlenecks - Operational risks - Maintain project risk registers and escalation tracking - Help ensure deliverables meet quality expectations before submission Vendor & External Coordination - Coordinate with vendors, contractors, and external stakeholders - Track deliverables against agreed timelines - Escalate issues proactively when expectations are not met What Success Looks Like - Projects remain organized and on schedule - Stakeholders stay informed and aligned - Risks are identified before they become operational issues - Documentation remains clean and easy to access - Teams consistently meet deadlines with fewer coordination gaps What Makes You a Strong Fit - Extremely organized and detail-oriented - Strong follow-up and accountability mindset - Excellent written and verbal communication - Able to manage multiple projects simultaneously - Proactive in identifying risks and solving problems early - Comfortable operating in fast-paced environments Requirements (Must-Have) Experience - 2+ years experience in: - Project coordination - Operations support - Administrative/project support roles Core Skills - Hands-on experience with: - Asana - Trello - Monday.com - Strong Excel / Google Sheets skills including: - Trackers - Pivot tables - Conditional formatting - Strong organizational and documentation skills - Excellent communication and coordination ability - Comfortable working remotely across multiple stakeholders Nice to Have - Certifications: - PMP - CAPM - Agile certifications (or in progress) - Familiarity with: - Agile / Scrum workflows - Sprint planning - Experience in: - SaaS - Marketing - Professional services - Construction or operations-heavy environments What a Typical Day Looks Like - Update project timelines and task trackers - Follow up with teams on deliverables and deadlines - Support meetings with notes and action items - Prepare weekly status updates and reports - Coordinate communication across stakeholders - Identify and escalate risks early - Maintain organized project documentation and systems In short: You ensure projects remain organized, visible, on-track, and operationally controlled from start to finish. Key Metrics (KPIs) - On-time completion of tasks and milestones - Accuracy and consistency of project reporting - Reduction in missed deadlines caused by coordination gaps - Clean and updated project documentation - Positive stakeholder feedback on communication and organization Why This Role Stands Out - High ownership across multiple projects - Direct exposure to leadership and operations - Clear impact on execution and delivery quality - Structured workflows with measurable KPIs - Opportunity to grow into: - Project Manager - Operations Manager - Program Coordinator - Fully remote environment with growth potential Interview Process - Initial Phone Screen - Video Interview with Pavago Recruiter - Practical Task (project tracker + status report) - 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.