Job Description
Project Coordinator – Project Tracking & Operations
Full-Time | Remote | U.S. Business Hours
About the Role
At Pavago, one of our clients is hiring a Project Coordinator to keep multiple projects organized, on schedule, and moving forward.
This is a hands-on coordination role for someone who is highly organized, proactive, and strong at follow-through. You’ll manage project trackers, timelines, documentation, stakeholder communication, and action items, ensuring deadlines are visible and nothing falls through the cracks.
What You’ll Do
Project Tracking & Coordination
- Maintain project plans in Asana, Trello, Monday.com, Smartsheet, or similar tools
- Track deadlines, milestones, dependencies, deliverables, and ownership
- Follow up proactively on outstanding tasks
- Keep project schedules and trackers accurate and current
- Coordinate multiple projects and priorities simultaneously
Communication & Follow-Up
- Act as a coordination point between Project Managers, team members, leadership, and stakeholders
- Schedule and support project meetings
- Capture meeting notes, decisions, and action items
- Communicate project updates and follow up on deliverables
- Escalate blockers and delays before they impact deadlines
Reporting & Documentation
- Prepare weekly project status reports covering progress, risks, blockers, and next steps
- Maintain organized documentation in Google Drive, SharePoint, or Confluence
- Build and maintain project trackers using Excel or Google Sheets
- Ensure project information remains easy to find and up to date
Risk & Resource Tracking
- Identify bottlenecks, missed dependencies, and execution risks
- Maintain risk and issue trackers
- Monitor workloads and resource availability
- Review deliverables for completeness before submission
Vendor Coordination
- Communicate with vendors and external partners
- Track external deliverables and deadlines
- Follow up on outstanding requirements and escalate issues when necessary
What We’re Looking For
- 2+ years of experience in Project Coordination, Operations, or Project/Administrative Support
- Hands-on experience with Asana, Trello, Monday.com, or similar project management tools
- Strong Excel / Google Sheets skills, including trackers, Pivot Tables, and conditional formatting
- Excellent written and verbal English communication
- Strong documentation and organizational skills
- Ability to manage multiple projects and deadlines simultaneously
- Proactive approach to follow-up and problem-solving
- Availability during U.S. business hours
Nice to Have
- PMP, CAPM, Agile, or Scrum certification/in-progress
- Familiarity with Agile/Scrum and sprint workflows
- Experience in SaaS, Marketing, Professional Services, Construction, or Operations
What Success Looks Like
- Projects and milestones stay on schedule
- No missed deadlines due to coordination gaps
- Project trackers remain accurate and current
- Risks and blockers are identified early
- Status reporting is clear and consistent
- Stakeholders have strong visibility into priorities and progress
Why Join?
- Fully remote opportunity
- High ownership across multiple projects
- Direct exposure to cross-functional teams and leadership
- Hands-on experience with modern project management systems
- Clear growth path into Project Manager, PMO, or Operations roles
Interview Process
- Application Review
- Spark Hire Intro Video
- Project Coordination Interview
- Practical Task – Project Tracker + Status Report
- Client Interview
- Offer & Onboarding
What Happens After You Apply
Qualified applicants will receive a Spark Hire invitation to complete a short Intro Video. This helps us learn more about your communication skills, project coordination experience, organizational approach, and experience managing deadlines and stakeholders.
Please check your inbox and spam/junk folder for the invitation.
Apply Now
If you’re highly organized, proactive with follow-ups, comfortable using Asana, Trello, Monday.com, and project trackers, and enjoy keeping multiple projects under control, we’d love to hear from you.
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