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 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 Now¹

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.

Originally posted on Himalayas