Project Coordinator (Asana, Trello, Project Tracking & Operations) – Remote | U.S. Hours

About the Role

Pavago is seeking a highly organized and execution-focused Project Coordinator to bring structure, accountability, and visibility across multiple projects and operational workflows for one of its clients. This is not a passive administrative role; you will act as the operational backbone of project execution, ensuring timelines remain on track, deliverables are completed, stakeholders are aligned, risks are identified early, and documentation is organized and accurate. You'll collaborate closely with project managers, operations teams, leadership, vendors, and cross-functional stakeholders to ensure projects move efficiently from planning through execution. This role is an excellent fit for individuals who are highly organized, proactive with follow-ups, detail-oriented, and possess strong communication and coordination skills.

What You'll Own

Project Planning & Timeline Management

• Maintain and update project plans using tools like Asana, Trello, Monday.com, Smartsheet, or MS Project.
• Track timelines, milestones, deliverables, dependencies, and ownership.
• Ensure project trackers and schedules are 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, and project dashboards.
• Organize project documentation within Google Drive, SharePoint, Confluence, or Notion.
• Create reports covering project progress, blockers, risks, operational updates, and KPI tracking.
• Ensure documentation is clean, accessible, and audit-ready.

Communication & Coordination (Core Responsibility)

• Act as the central liaison between project managers, internal teams, leadership, vendors, and stakeholders.
• Ensure clear communication, alignment on priorities, and visibility into deadlines and deliverables.
• Proactively follow up on outstanding tasks, approvals, dependencies, and deliverables.
• Escalate delays or blockers before timelines are impacted.

Task & Resource Tracking

• Monitor task completion, project dependencies, resource availability, and 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, and coordination gaps.
• Maintain risk logs, escalation trackers, and mitigation updates.
• Help ensure deliverables meet quality expectations before submission.

Vendor & External Coordination

• Coordinate with vendors, contractors, and external stakeholders.
• Track timelines and external deliverables.
• Proactively escalate issues 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, or 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, and 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, or Scrum certifications.
• Familiarity with Agile workflows, sprint planning, and project ceremonies.
• Experience supporting SaaS companies, marketing teams, operations-heavy businesses, construction projects, or 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, or 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, and enjoy coordinating teams, timelines, and execution, this role is a strong fit for you.