Project Coordinator

Project Coordinator (Asana, Trello, Monday.com & Project Operations) – Remote | U.S. Hours

Position Type: Full-Time, Remote
Working Hours: U.S. Client Business Hours (flexibility required around deadlines and project priorities)
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’ll act as the execution backbone of the team , coordinating timelines, tracking deliverables, maintaining project documentation, following up with stakeholders, and identifying risks before they impact deadlines.

You’ll work across tools such as Asana, Trello, Monday.com, Smartsheet, and Microsoft Project to ensure projects remain organized, visible, and on track.

If you’re highly organized, proactive with follow-ups, comfortable managing multiple moving parts, and skilled at keeping teams accountable, this role is a strong fit.
What You’ll Own
Project Planning & Timeline Management

Support the planning and execution of multiple projects from kickoff through completion.
You’ll:

- Maintain and update project plans and timelines.

- Track milestones, dependencies, deadlines, and deliverables.

- Keep project trackers accurate and current.

- Monitor progress against established schedules.

- Follow up on overdue or at-risk tasks.

- Help teams stay aligned on priorities and upcoming deadlines.

- Flag schedule conflicts and potential delays early.

You may work inside:

- Asana

- Trello

- Monday.com

- Smartsheet

- Microsoft Project

Task, Milestone & Deliverable Tracking

Maintain clear visibility into project execution.
You’ll:

- Create and update tasks and project boards.

- Assign and track task ownership.

- Monitor completion status across active projects.

- Track dependencies between teams and deliverables.

- Maintain milestone and deadline visibility.

- Follow up proactively with task owners.

- Ensure completed work is properly documented.

- Prevent important deliverables from falling through the cracks.

Stakeholder Communication & Coordination

Act as a central coordination point between:

- Project Managers

- Team members

- Leadership

- Internal departments

- Vendors and contractors

- External stakeholders

You’ll:

- Communicate project priorities and deadlines clearly.

- Follow up consistently on outstanding action items.

- Coordinate information between stakeholders.

- Document important decisions and next steps.

- Surface blockers requiring leadership attention.

- Escalate delays before they impact project timelines.

- Maintain clear visibility into ownership and accountability.

Meetings, Action Items & Follow-Up

Support productive project meetings by keeping discussions organized and action-oriented.
Responsibilities include:

- Preparing meeting agendas.

- Organizing relevant project materials.

- Taking clear meeting notes.

- Documenting decisions and action items.

- Assigning owners and deadlines.

- Distributing meeting recaps.

- Following up until action items are completed.

Project Documentation & Reporting

Maintain organized and accessible project documentation using systems such as:

- Google Drive

- SharePoint

- Confluence

Prepare and maintain:

- Project plans

- Meeting notes

- Action-item trackers

- Status reports

- Risk registers

- Project dashboards

- Process documentation

- Supporting project files

Ensure documentation remains current, structured, and easy for stakeholders to access.
Project Status Reporting

Prepare regular project updates for leadership and stakeholders.
Reports may include:

- Overall project status

- Milestone completion

- Upcoming deadlines

- Overdue tasks

- Risks and blockers

- Resource constraints

- Key dependencies

- Required decisions

- Next steps

Translate project activity into clear, concise updates that allow leadership to understand where pro