Project Coordinator

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 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 execution backbone of the team - ensuring:

• Timelines stay on track
• Deliverables are completed
• Stakeholders stay aligned
• Risks are identified early
• Documentation remains organized and accurate

If you are:

• Highly organized
• Proactive with follow-ups
• Comfortable managing multiple moving parts
• 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
• MS Project / Smartsheet
• Track:
• Timelines
• Milestones
• Dependencies
• Deliverables
• Ensure schedules and project trackers remain accurate and updated
• Help teams stay aligned on priorities and deadlines

Documentation & Reporting

• Prepare:
• Meeting agendas
• Meeting notes
• Action items
• Weekly project reports
• Maintain organized documentation in:
• SharePoint
• Google Drive
• Confluence
• Create reports covering:
• Progress updates
• Risks and blockers
• Key project metrics
• Ensure all project documentation stays clean and accessible

Communication & Coordination (Core Responsibility)

• Act as the central liaison between:
• Project managers
• Team members
• Leadership
• Stakeholders
• Ensure:
• Clear communication
• Alignment on priorities
• Proper documentation of decisions
• Follow up proactively on tasks and deliverables
• Escalate delays or blockers early before timelines are impacted

Task & Resource Tracking

• Monitor:
• Task completion
• Resource availability
• Dependencies
• Ensure no task or deliverable gets missed
• Help maintain accountability across active projects

Risk & Quality Management

• Identify:
• Delays
• Bottlenecks
• Operational risks
• Maintain project risk registers and escalation tracking
• Help ensure deliverables meet quality expectations before submission

Vendor & External Coordination

• Coordinate with vendors, contractors, and external stakeholders
• Track deliverables against agreed timelines
• Escalate issues proactively when expectations are not met

What Success Looks Like

• Projects remain organized and on schedule
• Stakeholders stay informed and aligned
• Risks are identified before they become operational issues
• Documentation remains clean and easy to access
• Teams consistently meet deadlines with fewer coordination gaps

What Makes You a Strong Fit

• Extremely organized and detail-oriented
• Strong follow-up and accountability mindset
• Excellent written and verbal communication
• Able to manage multiple projects simultaneously
• Proactive in identifying risks and solving problems early
• Comfortable operating in fast-paced environments

Requirements (Must-Have)

Experience

• 2+ years experience in:
• Project coordination
• Operations support
• Administrative/project support roles

Core Skills

• Hands-on experience with:
• Asana
• Trello
• Monday.com
• Strong Excel / Google Sheets skills including:
• Trackers
• Pivot tables
• Conditional formatting
• Strong organizational and documentation skills
• Excellent communication and coordination ability
• Comfortable working remotely across multiple stakeholders

Nice to Have

• Certifications:
• PMP
• CAPM
• Agile certifications (or in progress)
• Familiarity with:
• Agile / Scrum workflows
• Sprint planning
• Experience in:
• SaaS
• Marketing
• Professional services
• Construction or operations-heavy environments

What a Typical Day Looks Like

• Update project timelines and task trackers
• Follow up with teams on deliverables and deadlines
• Support meetings with notes and action items
• Prepare weekly status updates and reports
• Coordinate communication across stakeholders
• Identify and escalate risks early
• Maintain organized project documentation and systems

In short:

You ensure projects remain organized, visible, on-track, and operationally controlled from start to finish.

Key Metrics (KPIs)

• On-time completion of tasks and milestones
• Accuracy and consistency of project reporting
• Reduction in missed deadlines caused by coordination gaps
• Clean and updated project documentation
• Positive stakeholder feedback on communication and organization

Why This Role Stands Out

• High ownership across multiple projects
• Direct exposure to leadership and operations
• Clear impact on execution and delivery quality
• Structured workflows with measurable KPIs
• Opportunity to grow into:
• Project Manager
• Operations Manager
• Program Coordinator
• Fully remote environment with growth potential

Interview Process

• Initial Phone Screen
• Video Interview with Pavago Recruiter
• Practical Task (project tracker + status report)
• 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.