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.