🚀 Project Coordinator (Asana, Trello, Project Tracking & Operations) – Remote
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 on time
- stakeholders remain aligned
- risks are identified early
- documentation stays organized and accurate
You’ll work closely with project managers, leadership, vendors, and internal teams to maintain visibility, coordination, and momentum across active projects.
If you are:
- highly organized
- proactive with follow-ups
- strong in communication and coordination
- comfortable managing multiple moving parts
- detail-oriented under pressure
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
- project status
- Ensure schedules and task trackers remain accurate and updated
- Help teams stay aligned on priorities and deadlines
- Monitor project progress and escalate delays proactively
Documentation & Reporting
- Prepare:
- meeting agendas
- meeting notes
- action items
- weekly project reports
- status updates
- Maintain organized project documentation in:
- Google Drive
- SharePoint
- Confluence
- Notion
- Build and maintain reports covering:
- project progress
- risks and blockers
- task completion
- operational updates
- Ensure documentation remains clean, accessible, and audit-ready
Communication & Stakeholder Coordination
- Act as the central liaison between:
- project managers
- leadership
- internal teams
- vendors
- external stakeholders
- Ensure:
- clear communication
- alignment on priorities
- visibility into deliverables
- accountability across teams
- Follow up proactively on tasks, approvals, and deadlines
- Escalate blockers, delays, or operational risks before timelines are impacted
Task & Resource Tracking
- Monitor:
- task completion
- dependencies
- workload allocation
- scheduling conflicts
- Ensure no task or deliverable falls through the cracks
- Help maintain accountability and execution consistency across projects
Risk & Quality Management
- Identify:
- bottlenecks
- overdue tasks
- coordination gaps
- operational risks
- Maintain risk logs and escalation tracking
- Ensure deliverables meet quality standards before submission
- Support process consistency and SOP adherence
Vendor & External Coordination
- Coordinate with:
- contractors
- vendors
- external partners
- Track deliverables against timelines and expectations
- Escalate delays or service issues proactively
- Maintain organized communication and documentation across external workflows
💻 Required Experience & Skills
Core Requirements
- 2+ years of experience in:
- project coordination
- operations support
- administrative coordination
- project support roles
- Hands-on experience with:
- Asana
- Trello
- Monday.com
- ClickUp
- or similar project management platforms
- Strong Excel / Google Sheets skills including:
- trackers
- formulas
- pivot tables
- conditional formatting
- Strong documentation and organizational skills
- Excellent written and verbal English communication
- Strong follow-up and accountability mindset
- Comfortable working remotely across multiple stakeholders and time zones
⭐ Nice to Have
- PMP, CAPM, Agile, or Scrum certifications (or currently pursuing)
- Familiarity with:
- Agile workflows
- sprint planning
- project ceremonies
- Experience supporting:
- SaaS
- marketing
- professional services
- construction
- operations-heavy businesses
- Exposure to KPI tracking and operational reporting dashboards
🧠 What Makes You a Strong Fit
- Extremely organized and detail-oriented
- Strong communication and coordination skills
- Proactive problem-solver with strong follow-through
- Comfortable managing multiple priorities simultaneously
- Calm under pressure in fast-paced environments
- Able to identify risks before they become operational issues
- Strong ownership mentality with execution-focused mindset
📅 What a Typical Day Looks Like
- Update project timelines and task trackers
- Follow up with teams on deliverables and deadlines
- Prepare meeting notes and action items
- Build project status updates and reporting dashboards
- Coordinate communication across stakeholders
- Track dependencies, blockers, and operational risks
- Maintain organized project documentation and workflows
- Escalate delays before project timelines are impacted
In short:
You ensure projects remain organized, visible, aligned, and operationally controlled from start to finish.
📊 Key Metrics for Success (KPIs)
- On-time completion of milestones and deliverables
- Accuracy and consistency of project reporting
- Reduction in missed deadlines caused by coordination gaps
- Clean and organized project documentation
- Timely escalation of blockers and risks
- Positive stakeholder feedback on communication and organization
- Reliable follow-through across projects and workflows
🌟 Why This Role Stands Out
- High ownership across multiple active projects
- Direct exposure to leadership and operations teams
- Strong impact on execution quality and delivery success
- Structured workflows with measurable KPIs
- Opportunity to grow into:
- Project Manager
- Operations Manager
- Program Coordinator
- PMO roles
- Fully remote environment with long-term growth potential
🧪 Interview Process
- Initial Phone Screen
- Video Interview with Pavago Recruiter
- Practical Task (Project Tracker + Status Report Exercise)
- 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.
