Job Description

Job Title: Project Coordinator

Position Type: Full-Time, Remote
Working Hours: U.S. client business hours (with flexibility for project schedules, deadlines, and cross-functional coordination)

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, tracking deliverables, coordinating communication, and ensuring documentation and reporting remain accurate and up to date. The Project Coordinator serves as the operational backbone of project execution — ensuring accountability, visibility, and alignment across all moving parts.

The ideal candidate is detail-oriented, proactive, and comfortable managing multiple priorities in fast-paced environments while ensuring nothing falls through the cracks.

Responsibilities

Project Planning & Timeline Management

• Assist in building and maintaining project schedules, timelines, and task trackers using tools such as Asana, Monday.com, Trello, Smartsheet, ClickUp, or MS Project
• Update project plans, milestones, dependencies, and deliverables to reflect current status
• Support project managers in coordinating schedules, priorities, and execution plans
• Ensure deadlines, owners, and next steps remain clearly defined and visible

Documentation & Reporting

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

Communication & Stakeholder Coordination

• Serve as a liaison between project managers, internal teams, stakeholders, vendors, and external partners
• Ensure project updates and changes are communicated clearly and consistently
• Follow up proactively on outstanding tasks, approvals, and deliverables
• Escalate blockers, risks, or delays to leadership when necessary

Task, Resource & Workflow Tracking

• Monitor task completion and project dependencies across multiple workstreams
• Track team workload, resource allocation, and scheduling availability
• Maintain visibility into project health, ensuring priorities remain aligned and actionable
• Support operational coordination to ensure workflows remain organized and efficient

Risk Monitoring & Quality Control

• Identify overdue items, bottlenecks, or gaps before they impact project delivery
• Track and update risk logs and mitigation plans
• Ensure deliverables are reviewed for completeness and quality before submission
• Maintain consistency with SOPs, project standards, and internal processes

Vendor & External Coordination

• Coordinate communication and follow-ups with vendors, contractors, or external partners
• Track deliverables, deadlines, and contractual obligations
• Escalate delays or service issues as needed to maintain project continuity

What Makes You a Perfect Fit

• Highly organized and process-driven with exceptional attention to detail
• Strong communicator who keeps teams aligned and informed
• Comfortable juggling multiple priorities and shifting deadlines
• Proactive and accountable with strong follow-through discipline
• Calm under pressure and capable of managing cross-functional coordination effectively

Required Experience & Skills

• 2+ years of experience in project coordination, operations support, or administrative coordination
• Hands-on experience with project management tools such as Asana, Trello, Monday.com, ClickUp, Smartsheet, or MS Project
• Strong Excel or Google Sheets skills including trackers, formulas, conditional formatting, and reporting
• Excellent written and verbal communication skills
• Strong documentation, organization, and task-management abilities

Preferred Experience & Skills

• PMP, CAPM, Agile, or Scrum certification (or currently pursuing certification)
• Familiarity with Agile workflows, sprint planning, and project ceremonies
• Experience supporting SaaS, marketing, operations, professional services, or construction projects
• Exposure to reporting dashboards and operational KPI tracking
• Experience working in fast-paced startup or agency environments

What Does a Typical Day Look Like?

A Project Coordinator’s day revolves around maintaining visibility, accountability, and momentum across active projects. You will:

• Update project schedules, timelines, and trackers to ensure milestones remain accurate
• Follow up with team members on deliverables, dependencies, and outstanding action items
• Coordinate meetings, prepare agendas, and document key decisions and next steps
• Prepare project status reports highlighting progress, risks, and blockers for leadership
• Communicate with stakeholders and vendors to maintain alignment and execution flow
• Monitor risks, escalating issues before they impact timelines or delivery quality
• Maintain organized project documentation and repositories for transparency and reference

In essence: you ensure projects remain organized, deadlines stay on track, communication stays clear, and leadership always has visibility into progress and risks.

Key Metrics for Success (KPIs)

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

Interview Process

• Initial Phone Screen
• Video Interview with Pavago Recruiter
• Practical Assessment (e.g., project tracker creation, task coordination scenario, or status reporting exercise)
• Client Interview
• Offer & Background Verification

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