Project Coordinator at Pavago · San…

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 remote environment with growth potential

Interview Process

• Initial Phone Screen
• Video Interview with Pavago Recruiter
• Practical Task (project tracker + status report)
• Client Interview
• Offer & Background Verification

Apply Now

If you:

• Love keeping projects organized and moving forward
• Are proactive and detail-driven
• Thrive in fast-paced operational environments
• Enjoy coordinating teams, timelines, and execution

This is a strong opportunity to step into a high-impact project coordination role.