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.

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