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 timel