Project Coordinator

Project Coordinator – Remote | Project Management, Asana & Operations

Position Type: Full-Time, Remote
Working Hours: U.S. Business Hours

About the Role

At Pavago, one of our clients is hiring a highly organized Project Coordinator to manage project tracking, timelines, documentation, and cross-functional coordination.

This is an execution-focused role for someone who knows how to keep multiple projects organized and moving forward. You’ll work with project managers, operations teams, leadership, vendors, and other stakeholders to ensure deadlines are met, tasks are completed, risks are surfaced early, and nothing falls through the cracks.

What You’ll Own

Project Tracking & Timeline Management

• Maintain project plans in Asana, Trello, Monday.com, ClickUp, Smartsheet, or similar tools
• Track milestones, deadlines, deliverables, dependencies, and owners
• Keep project trackers and dashboards accurate and up to date
• Follow up proactively on overdue or outstanding tasks
• Maintain visibility across multiple active projects

Communication & Stakeholder Coordination

• Coordinate across project managers, internal teams, leadership, vendors, and stakeholders
• Communicate priorities, deadlines, blockers, and project updates clearly
• Follow up on approvals, dependencies, and deliverables
• Escalate risks and delays before they impact project timelines

Documentation & Reporting

• Prepare meeting agendas, notes, action items, and status reports
• Maintain project documentation in Google Drive, SharePoint, Notion, or Confluence
• Create weekly updates covering progress, risks, blockers, and next steps
• Keep documentation organized, accessible, and accurate

Task, Risk & Resource Tracking

• Monitor task completion, dependencies, workloads, and resource availability
• Identify bottlenecks and operational risks early
• Maintain risk logs and escalation trackers
• Support quality control before deliverables are finalized

Vendor & External Coordination

• Coordinate with vendors, contractors, and external stakeholders
• Track external deadlines and deliverables
• Follow up consistently and escalate missed commitments when necessary

Requirements

• 2+ years of experience in project coordination, project support, operations, or administrative coordination
• Hands-on experience with project management tools such as:
• Asana
• Trello
• Monday.com
• ClickUp
• Smartsheet
• Strong Excel / Google Sheets skills
• Experience creating trackers, reports, and project documentation
• Excellent written and verbal English communication
• Strong organizational skills and attention to detail
• Ability to manage multiple projects and competing deadlines
• Proactive follow-up and problem-solving skills
• Comfortable working independently during U.S. business hours

Nice to Have

• PMP, CAPM, Agile, or Scrum certification
• Familiarity with Agile workflows, sprint planning, or project ceremonies
• Experience supporting SaaS, marketing, professional services, construction, or operations-heavy businesses
• Experience with MS Project, SharePoint, Confluence, or Notion

What Success Looks Like

• Projects and milestones remain on schedule
• No important tasks or follow-ups fall through the cracks
• Project trackers and documentation stay accurate and current
• Risks and blockers are identified and escalated early
• Stakeholders have clear visibility into project status
• Communication remains consistent across teams

Key Metrics (KPIs)

• On-time task and milestone completion
• Project reporting and documentation accuracy
• Reduction in missed deadlines
• Timely identification and escalation of blockers
• Stakeholder satisfaction
• Project tracker and dashboard accuracy

Interview Process

1. Initial Phone Screen
2. Spark Hire Video Interview
3. Recruiter Interview
4. Practical Project Coordination Exercise
5. Client Interview
6. Offer & Onboarding

Apply Now

If you’re an organized, proactive Project Coordinator with experience in Asana, Trello, project tracking, reporting, stakeholder coordination, and operations, we’d love to hear from you.

Apply now and help keep projects organized, accountable, and moving forward.

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