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:
- 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.
