Job Description

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

Full-Time | Remote | 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
• operational coordination

This is not a passive administrative role.

You’ll act as the operational backbone of project execution — ensuring:
✅ deadlines stay on track
✅ communication remains clear
✅ stakeholders stay aligned
✅ risks are surfaced early
✅ nothing falls through the cracks

If you thrive in:
👉 fast-paced environments
👉 structured workflows
👉 cross-functional coordination
👉 execution-focused operations

this role is a strong fit.

🔥 What You’ll Own

Project Planning & Timeline Management

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

Documentation & Reporting

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

Communication & Stakeholder Coordination

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

Task, Resource & Workflow Tracking

• Monitor task completion across multiple workstreams
• Track:
• dependencies
• workload distribution
• resource allocation
• scheduling conflicts
• Maintain visibility into overall project health
• Ensure workflows remain organized and operationally efficient

Risk Monitoring & Quality Control

• Identify:
• overdue items
• bottlenecks
• workflow gaps
• execution risks
• Maintain and update:
• risk logs
• mitigation plans
• escalation tracking
• Ensure deliverables are reviewed for:
• completeness
• quality
• consistency
• Maintain alignment with SOPs and internal standards

Vendor & External Coordination

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

💻 Requirements

Core Requirements

• 2+ years of experience in:
• project coordination
• operations support
• administrative coordination
• Hands-on experience with:
• Asana
• Trello
• Monday.com
• ClickUp
• Smartsheet
• MS Project
• Strong Excel / Google Sheets skills including:
• formulas
• trackers
• conditional formatting
• reporting
• Excellent written and verbal English communication skills
• Strong organizational and documentation discipline

⭐ Preferred Experience

• PMP, CAPM, Agile, or Scrum certification (or currently pursuing)
• Familiarity with:
• Agile workflows
• sprint planning
• project ceremonies
• Experience supporting:
• SaaS
• marketing
• operations
• professional services
• construction projects
• Startup or agency environment experience
• Exposure to:
• KPI dashboards
• operational reporting
• workflow optimization

🧠 What Makes You a Strong Fit

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

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

📊 Key Metrics for Success (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 This Role Stands Out

• 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
• Remote flexibility with structured operational workflows
• Growth opportunities into:
• Project Manager
• PMO Coordinator
• Operations Manager
• Strategic Operations roles

🧪 Interview Process

• Initial Phone Screen
• Video Interview with Pavago Recruiter
• Practical Assessment
  (project tracker, coordination scenario, or 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 with communication and follow-through
• enjoy coordinating people, timelines, and workflows

this role is a strong fit for you.