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.