📋 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.

Project Coordinator