Project Manager at Pavago in Costa Rica

Project Manager

Position Type: Full-Time

Location: Remote Working Hours: US Business Hours

About the Role

We are seeking an organized, proactive, and results-driven Project Manager to oversee projects from planning and initiation through completion. The ideal candidate will be responsible for coordinating timelines, resources, vendors, stakeholders, budgets, and day-to-day project execution while ensuring projects are delivered on time, within budget, and according to scope. The successful candidate should be comfortable managing multiple priorities, resolving issues proactively, maintaining accurate project documentation, and communicating effectively with clients, vendors, contractors, and internal teams.

Responsibilities

Project Planning & Execution

• Manage projects from initiation and planning through completion and closeout.
• Develop and maintain project schedules, timelines, milestones, and deliverables.
• Coordinate project activities to ensure work progresses according to plan.
• Track project scope, priorities, dependencies, and deadlines.
• Identify potential risks, delays, and issues and implement solutions proactively.
• Ensure projects remain on schedule, within budget, and aligned with requirements.

Budget & Financial Management

• Develop and track project budgets, estimates, and costs.
• Monitor invoices, expenses, payments, and overall project profitability.
• Review project financial performance and identify discrepancies or cost risks.
• Support forecasting, reporting, and budget adjustments throughout the project lifecycle.
• Maintain accurate financial and project records.

Vendor & Resource Coordination

• Coordinate vendors, contractors, subcontractors, and other external partners.
• Obtain quotes, evaluate pricing, and support procurement activities.
• Coordinate material, equipment, and service deliveries according to project schedules.
• Monitor vendor performance and resolve delivery or service issues.
• Ensure resources are available when needed to prevent project delays.

Stakeholder Communication

• Serve as a primary point of contact for clients, vendors, contractors, and internal stakeholders.
• Maintain consistent communication regarding project status, timelines, requirements, and issues.
• Organize project meetings and follow up on action items.
• Prepare project updates, reports, and documentation for leadership and stakeholders.
• Manage client expectations and ensure successful project delivery.

Documentation & Process Management

• Maintain accurate project documentation, schedules, budgets, contracts, and records.
• Develop and maintain SOPs, workflows, and project processes.
• Track project deliverables and ensure required documentation is completed.
• Identify opportunities to improve project management processes and operational efficiency.

Problem Solving & Operations

• Resolve scheduling conflicts, operational issues, and project obstacles.
• Coordinate cross-functional teams to keep projects moving forward.
• Balance multiple projects and competing priorities effectively.
• Support leadership with special projects and operational initiatives when required.

Required Experience & Skills (Must-Have)

• 3+ years of project management or project coordination experience.
• Proven experience managing projects from planning through completion.
• Strong experience with project scheduling, timelines, milestones, and deliverables.
• Experience managing budgets, costs, invoices, or project financials.
• Experience coordinating vendors, contractors, subcontractors, or external partners.
• Strong organizational and time-management skills with the ability to manage multiple projects simultaneously.
• Excellent written and verbal communication skills.
• Strong problem-solving and conflict-resolution abilities.
• Experience using project management, CRM, ERP, or business operations software.
• Strong proficiency with Microsoft Excel or comparable spreadsheet tools.
• Ability to work independently, prioritize tasks, and take ownership of project outcomes.
• Strong attention to detail and documentation skills.

Interview Process

1. AI Screening
2. Client Interview
3. Offer Stage

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