Job Description
📋 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 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
- stakeholders remain aligned
- risks are identified early
- documentation stays organized and accurate
You’ll work closely with:
- project managers
- operations teams
- leadership
- vendors
- cross-functional stakeholders
to keep projects moving efficiently from planning through execution.
If you are:
- highly organized
- proactive with follow-ups
- detail-oriented
- 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
- Smartsheet
- MS Project
- Track:
- timelines
- milestones
- deliverables
- dependencies
- ownership
- Ensure project trackers and schedules remain accurate and updated
- Help teams stay aligned on priorities and deadlines
Documentation & Reporting
- Prepare and maintain:
- meeting agendas
- meeting notes
- action items
- weekly project reports
- project dashboards
- Organize project documentation within:
- Google Drive
- SharePoint
- Confluence
- Notion
- Create reports covering:
- project progress
- blockers
- risks
- operational updates
- KPI tracking
- Ensure documentation remains clean, accessible, and audit-ready
Communication & Coordination (Core Responsibility)
- Act as the central liaison between:
- project managers
- internal teams
- leadership
- vendors
- stakeholders
- Ensure:
- clear communication
- alignment on priorities
- visibility into deadlines and deliverables
- Follow up proactively on:
- outstanding tasks
- approvals
- dependencies
- deliverables
- Escalate delays or blockers before timelines are impacted
Task & Resource Tracking
- Monitor:
- task completion
- project dependencies
- resource availability
- workload tracking
- Ensure no deliverables or deadlines fall through the cracks
- Maintain accountability across active projects and workflows
Risk & Quality Management
- Identify:
- bottlenecks
- delays
- operational risks
- coordination gaps
- Maintain:
- risk logs
- escalation trackers
- mitigation updates
- Help ensure deliverables meet quality expectations before submission
Vendor & External Coordination
- Coordinate with:
- vendors
- contractors
- external stakeholders
- Track timelines and external deliverables
- Escalate issues proactively when expectations are not met
- Maintain visibility into external project dependencies
💻 Must-Have Requirements
Experience
- 2+ years of experience in:
- project coordination
- operations support
- administrative coordination
- project support roles
Core Skills
- Hands-on experience with:
- Asana
- Trello
- Monday.com
- ClickUp
- Smartsheet
- or similar project management tools
- Strong Excel / Google Sheets skills including:
- trackers
- pivot tables
- conditional formatting
- reporting
- Excellent organizational and documentation skills
- Strong written and verbal communication abilities
- Comfortable managing multiple projects simultaneously
- Ability to work independently in remote environments
⭐ Nice to Have
- Certifications such as:
- PMP
- CAPM
- Agile
- Scrum certifications
- Familiarity with:
- Agile workflows
- sprint planning
- project ceremonies
- Experience supporting:
- SaaS companies
- marketing teams
- operations-heavy businesses
- construction projects
- professional services environments
🧠 What Makes You a Strong Fit
- Extremely organized and detail-oriented
- Strong follow-up and accountability mindset
- Proactive in identifying risks and solving issues early
- Calm under pressure and comfortable with shifting priorities
- Excellent communicator across teams and stakeholders
- Able to manage multiple moving parts without losing visibility
📅 What a Typical Day Looks Like
- Update project trackers, timelines, and dashboards
- Follow up with teams on deadlines and deliverables
- Coordinate meetings and document action items
- Prepare project status reports and operational updates
- Escalate blockers or risks proactively
- Maintain organized project documentation and workflows
- Communicate updates across stakeholders and leadership
In short:
You ensure projects remain organized, visible, on-track, and operationally controlled from start to finish.
📊 Key Metrics for Success (KPIs)
- On-time completion of tasks and project milestones
- Accuracy and consistency of reporting and documentation
- Reduction in missed deadlines caused by coordination gaps
- Stakeholder satisfaction with communication and organization
- Clean and updated project documentation
- Successful escalation and resolution of risks and blockers
🌟 Why This Role Stands Out
- High ownership across multiple projects and workflows
- Direct exposure to leadership and operations teams
- Clear impact on project execution and delivery quality
- Structured workflows with measurable KPIs
- Opportunity to grow into:
- Project Manager
- Operations Manager
- Program Coordinator
- PMO roles
- Fully remote role with long-term growth potential
🧪 Interview Process
- Initial Phone Screen
- Video Interview with Pavago Recruiter
- Practical Task (project tracker + status 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 and detail-driven
- enjoy coordinating teams, timelines, and execution
this role is a strong fit for you.
