Job Description

Project Coordinator (Asana, Trello, Monday.com & Project Operations) – Remote | U.S. Hours

Position Type: Full-Time, Remote
Working Hours: U.S. Client Business Hours (flexibility required around deadlines and project priorities)

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’ll act as the execution backbone of the team, coordinating timelines, tracking deliverables, maintaining project documentation, following up with stakeholders, and identifying risks before they impact deadlines.

You’ll work across tools such as Asana, Trello, Monday.com, Smartsheet, and Microsoft Project to ensure projects remain organized, visible, and on track.

If you’re highly organized, proactive with follow-ups, comfortable managing multiple moving parts, and skilled at keeping teams accountable, this role is a strong fit.

What You’ll Own

Project Planning & Timeline Management

Support the planning and execution of multiple projects from kickoff through completion.

You’ll:

• Maintain and update project plans and timelines.
• Track milestones, dependencies, deadlines, and deliverables.
• Keep project trackers accurate and current.
• Monitor progress against established schedules.
• Follow up on overdue or at-risk tasks.
• Help teams stay aligned on priorities and upcoming deadlines.
• Flag schedule conflicts and potential delays early.

You may work inside:

• Asana
• Trello
• Monday.com
• Smartsheet
• Microsoft Project

Task, Milestone & Deliverable Tracking

Maintain clear visibility into project execution.

You’ll:

• Create and update tasks and project boards.
• Assign and track task ownership.
• Monitor completion status across active projects.
• Track dependencies between teams and deliverables.
• Maintain milestone and deadline visibility.
• Follow up proactively with task owners.
• Ensure completed work is properly documented.
• Prevent important deliverables from falling through the cracks.

Stakeholder Communication & Coordination

Act as a central coordination point between:

• Project Managers
• Team members
• Leadership
• Internal departments
• Vendors and contractors
• External stakeholders

You’ll:

• Communicate project priorities and deadlines clearly.
• Follow up consistently on outstanding action items.
• Coordinate information between stakeholders.
• Document important decisions and next steps.
• Surface blockers requiring leadership attention.
• Escalate delays before they impact project timelines.
• Maintain clear visibility into ownership and accountability.

Meetings, Action Items & Follow-Up

Support productive project meetings by keeping discussions organized and action-oriented.

Responsibilities include:

• Preparing meeting agendas.
• Organizing relevant project materials.
• Taking clear meeting notes.
• Documenting decisions and action items.
• Assigning owners and deadlines.
• Distributing meeting recaps.
• Following up until action items are completed.

Project Documentation & Reporting

Maintain organized and accessible project documentation using systems such as:

• Google Drive
• SharePoint
• Confluence

Prepare and maintain:

• Project plans
• Meeting notes
• Action-item trackers
• Status reports
• Risk registers
• Project dashboards
• Process documentation
• Supporting project files

Ensure documentation remains current, structured, and easy for stakeholders to access.

Project Status Reporting

Prepare regular project updates for leadership and stakeholders.

Reports may include:

• Overall project status
• Milestone completion
• Upcoming deadlines
• Overdue tasks
• Risks and blockers
• Resource constraints
• Key dependencies
• Required decisions
• Next steps

Translate project activity into clear, concise updates that allow leadership to understand where projects stand and where attention is needed.

Risk & Issue Management

Proactively identify potential project risks, including:

• Delays
• Bottlenecks
• Missed dependencies
• Resource constraints
• Communication gaps
• Quality concerns

Maintain risk and issue trackers and escalate concerns appropriately.

The goal is to identify problems before they become missed deadlines or operational disruptions

Resource & Workflow Coordination

Support efficient allocation and coordination of project resources.

You’ll:

• Monitor team capacity and task ownership.
• Identify competing priorities.
• Track dependencies between teams.
• Coordinate handoffs between stakeholders.
• Surface resource constraints.
• Help maintain smooth project workflows.

Vendor & External Stakeholder Coordination

When projects involve external partners, you’ll:

• Coordinate communication with vendors and contractors.
• Track external deliverables and deadlines.
• Maintain documentation and project updates.
• Follow up on outstanding commitments.
• Escalate delays or quality concerns.
• Ensure external work remains aligned with project timelines.

Required Experience & Skills

Must-Have

• 2+ years of experience in project coordination, project support, operations coordination, or a related role.
• Hands-on experience with project management tools such as:
• Asana
• Trello
• Monday.com
• Experience maintaining:
• Project plans
• Timelines
• Task trackers
• Milestones
• Deliverables
• Strong Excel and/or Google Sheets skills.
• Experience building and maintaining operational trackers.
• Strong written and verbal English communication skills.
• Excellent organizational and documentation abilities.
• Strong attention to detail.
• Ability to manage multiple projects and priorities simultaneously.
• Strong follow-up and accountability mindset.
• Comfortable coordinating remotely across multiple stakeholders.
• Availability during U.S. client business hours.

Nice to Have

• Experience with:
• Smartsheet
• Microsoft Project
• Jira
• Confluence
• SharePoint
• Strong Excel/Google Sheets capabilities, including:
• Pivot Tables
• Conditional Formatting
• Tracking dashboards
• Familiarity with:
• Agile
• Scrum
• Sprint planning
• Project lifecycle methodologies
• PMP, CAPM, Agile, Scrum, or similar certification — completed or in progress.
• Experience supporting projects within:
• SaaS
• Marketing
• Professional Services
• Construction
• Operations-heavy businesses
• Experience coordinating vendors or external contractors.

What Makes You a Strong Fit

You:

• Are extremely organized and detail-oriented.
• Naturally follow up without needing reminders.
• Keep projects moving instead of simply documenting what happened.
• Can manage multiple deadlines without losing visibility.
• Communicate clearly with different stakeholders.
• Identify potential delays before they become problems.
• Maintain clean and reliable project documentation.
• Understand the importance of ownership and accountability.
• Stay calm when priorities shift.
• Know when to solve an issue independently and when to escalate it.
• Enjoy turning complex projects into structured, manageable workflows.

What a Typical Day Looks Like

Your day may include:

• Reviewing project dashboards and upcoming deadlines.
• Updating project plans and task trackers.
• Following up with team members on outstanding deliverables.
• Coordinating meetings across stakeholders.
• Preparing agendas and project materials.
• Taking meeting notes and documenting action items.
• Updating project status reports.
• Reviewing risks, dependencies, and blockers.
• Escalating potential delays.
• Coordinating vendor or contractor deliverables.
• Maintaining organized project documentation.
• Preparing leadership updates on project progress.

In short: you ensure projects remain organized, visible, accountable, and on track from kickoff through completion.

Key Metrics for Success (KPIs)

• On-time completion of project tasks and milestones.
• Accuracy and consistency of project trackers.
• Timeliness of stakeholder follow-ups.
• Reduction in missed deadlines caused by coordination gaps.
• Early identification and escalation of project risks.
• Accuracy and quality of project reporting.
• Clean and accessible project documentation.
• Completion rate of meeting action items.
• Stakeholder satisfaction with communication and coordination.
• Overall reliability of project execution.

Why This Role Stands Out

• High ownership across multiple projects and operational workflows.
• Direct exposure to leadership and cross-functional teams.
• Clear impact on project execution and delivery quality.
• Hands-on experience with modern project management systems.
• Opportunity to strengthen project management, operations, and stakeholder coordination skills.
• Fully remote environment supporting U.S.-based teams.
• Clear growth opportunities into:
• Senior Project Coordinator
• Project Manager
• Program Coordinator
• Operations Manager
• Program Manager

Interview Process

1. Initial Application Review
2. Spark Hire Intro Video
3. Video Interview with Pavago Recruiter
4. Practical Assessment – Project Tracker & Status Reporting Scenario
5. Client Interview
6. Offer & Onboarding

Apply Now

If you have experience with project coordination, Asana, Trello, Monday.com, project tracking, stakeholder communication, and operational execution, we’d love to hear from you.

This role is ideal for someone who takes ownership, follows through consistently, and knows how to keep people, timelines, deliverables, and documentation aligned across multiple projects