Project Coordinator

Project Coordinator - Asana, Monday.com, ClickUp & Operations | Remote

Position Type: Full-Time, Remote

Working Hours: U.S. Business Hours

About the Role

At Pavago, one of our clients is hiring a highly organized and execution-focused Project Coordinator to support project planning, timeline management, stakeholder coordination, reporting, and day-to-day execution across multiple workstreams.

This is not a passive administrative role. You’ll serve as the operational backbone of project execution, ensuring deadlines remain visible, stakeholders stay aligned, dependencies are tracked, risks are identified early, and nothing falls through the cracks.

You’ll work across modern project management platforms such as Asana, Monday.com, ClickUp, Trello, Smartsheet, or Microsoft Project to maintain visibility and accountability from planning through delivery.

If you enjoy bringing structure to moving projects, coordinating across teams, and keeping execution on schedule, this role is a strong fit.

What You’ll Own

Project Planning & Timeline Management

• Build and maintain project plans, schedules, timelines, and trackers
• Work within project management platforms such as:
• Asana
• Monday.com
• ClickUp
• Trello
• Smartsheet
• Microsoft Project
• Track milestones, deliverables, dependencies, deadlines, and ownership
• Support Project Managers with scheduling, prioritization, and execution planning
• Keep next steps clearly assigned and actionable
• Monitor upcoming deadlines and critical milestones
• Flag overdue or at-risk deliverables before they impact project timelines

Task & Workflow Coordination

• Monitor task completion across multiple projects and workstreams
• Proactively follow up with task owners on outstanding deliverables
• Track dependencies and ensure teams understand what needs to happen next
• Maintain visibility into project health and execution progress
• Identify coordination gaps that could slow down delivery
• Keep task ownership, due dates, and statuses current
• Help ensure action items move from assignment through completion

Documentation & Reporting

• Capture and organize:
• Meeting notes
• Action items
• Decisions
• Project updates
• Follow-ups
• Prepare agendas, project summaries, and status reports
• Maintain organized documentation using platforms such as:
• Google Drive
• SharePoint
• Confluence
• Notion
• Build weekly dashboards and reports highlighting:
• Progress
• Upcoming milestones
• Risks
• Blockers
• Priorities
• Ensure project information remains accurate, current, and accessible

Stakeholder Communication & Coordination

• Act as a central coordination point between:
• Project Managers
• Internal teams
• Leadership
• Vendors
• External stakeholders
• Communicate project updates clearly and consistently
• Follow up on approvals, dependencies, decisions, and outstanding items
• Coordinate project meetings and scheduling
• Ensure relevant stakeholders remain informed of changes and priorities
• Escalate blockers before they create significant project delays

Resource & Scheduling Support

• Track workload distribution and resource requirements across projects
• Identify potential scheduling conflicts or capacity issues
• Coordinate timelines across teams and stakeholders
• Support Project Managers in maintaining realistic and actionable schedules
• Monitor resource dependencies that could impact delivery

Risk Monitoring & Quality Control

• Proactively identify:
• Overdue tasks
• Bottlenecks
• Missing dependencies
• Workflow gaps
• Execution risks
• Maintain risk logs, escalation trackers, and mitigation plans
• Review deliverables for completeness and consistency
• Ensure teams follow established SOPs and project processes
• Escalate risks with enough context for stakeholders to make informed decisions quickly

Vendor & External Coordination

• Coordinate communication with vendors, contractors, and external partners
• Track external deliverables and deadlines
• Maintain visibility into contractual or operational commitments
• Follow up on outstanding items
• Escalate external delays when they could impact project timelines

Requirements

• 2+ years of experience in project coordination, operations support, administrative coordination, or a related role
• Hands-on experience with project management platforms such as:
• Asana
• Monday.com
• ClickUp
• Trello
• Smartsheet
• Microsoft Project
• Strong Excel and Google Sheets skills, including:
• Formulas
• Project trackers
• Reporting
• Conditional formatting
• Strong written and verbal English communication skills
• Excellent organization and attention to detail
• Experience coordinating multiple stakeholders, deadlines, and deliverables
• Ability to manage multiple projects and priorities simultaneously
• Strong follow-through and execution discipline
• Comfortable working independently in a remote environment
• Availability during U.S. business hours

Nice to Have

• PMP, CAPM, Agile, or Scrum certification, or currently pursuing one
• Familiarity with Agile methodologies and sprint planning
• Experience participating in:
• Standups
• Retrospectives
• Sprint planning
• Other project ceremonies
• Experience supporting:
• SaaS
• Marketing
• Operations
• Professional services
• Construction
• Agency environments
• Experience creating KPI dashboards and operational reports
• Exposure to workflow optimization and process improvement

Tools & Technology

Asana | Monday.com | ClickUp | Trello | Smartsheet | Microsoft Project | Excel | Google Sheets | Google Drive | SharePoint | Confluence | Notion

What Makes You a Strong Fit

You’ll likely thrive in this role if you:

• Are naturally organized and process-oriented
• Enjoy keeping multiple projects and moving pieces under control
• Follow up proactively rather than waiting for deadlines to be missed
• Communicate clearly with both internal and external stakeholders
• Identify blockers and risks before they become larger problems
• Remain calm when priorities or deadlines change
• Pay close attention to details while maintaining visibility into the bigger picture
• Take ownership of ensuring work actually gets completed
• Keep project systems and documentation consistently accurate
• Are comfortable holding others accountable for agreed-upon next steps

What a Typical Day Looks Like

Your day may start by reviewing project trackers and identifying overdue tasks, upcoming milestones, dependencies, and potential blockers.

You’ll follow up with task owners, coordinate meetings, document decisions, and update project schedules. Throughout the day, you’ll communicate with internal teams and external stakeholders, prepare status reports, maintain project documentation, and escalate risks that could affect delivery.

You’ll also ensure action items have clear owners and deadlines so projects continue moving forward without unnecessary delays.

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

Key Metrics for Success

• On-time completion of project milestones
• Minimal missed deadlines caused by coordination gaps
• Accurate and consistent project reporting
• Timely identification and escalation of blockers
• High completion rate for assigned action items
• Clear visibility into project health and priorities
• Organized and audit-ready project documentation
• Accurate task, timeline, and dependency tracking
• Strong stakeholder satisfaction with communication and coordination

Why This Role Stands Out

• High ownership across multiple projects and workflows
• Direct visibility with leadership and cross-functional teams
• Opportunity to improve project and operational systems
• Hands-on experience with modern project management tools
• Exposure to project planning, reporting, risk management, and stakeholder coordination
• Fully remote working environment
• Career growth opportunities into:
• Project Manager
• Senior Project Coordinator
• PMO Coordinator
• Operations Manager
• Strategic Operations

Interview Process

• Initial Application
• Spark Hire One-Way Video Interview
• Video Interview with Pavago Recruiter
• Practical Assessment - Project Tracker / Coordination Scenario / Reporting Exercise
• Client Interview
• Offer & Background Verification

Spark Hire Video Interview - Required

As part of the application process, all candidates are required to complete a one-way video interview through Spark Hire.

After completing the first step of your application, you’ll receive a Spark Hire invitation by email with instructions to record and submit your video responses.

Completion of the Spark Hire video is required to be considered for the next stage. Please check your inbox as well as your spam or junk folder for the invitation.

Apply Now

If you have experience in project coordination or operations, are highly organized, and know how to keep teams, timelines, deliverables, and stakeholders aligned, we’d love to hear from you.

Apply today and take ownership of the project tracking, cross-functional coordination, reporting, and execution that keeps complex workstreams moving forward.

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