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 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 re...