Project Coordinator

Project Coordinator (Asana, Monday.com, ClickUp & Operations Coordination) – Remote

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 and execution-focused Project Coordinator to support project planning, timeline management, stakeholder coordination, reporting, and day-to-day execution across multiple workstreams.

This is not a passive administrative role. You’ll serve as the operational backbone of project execution, making sure deadlines remain visible, stakeholders stay aligned, dependencies are tracked, risks are identified early, and nothing falls through the cracks.

If you enjoy bringing structure to moving projects, coordinating across teams, and keeping execution on schedule, this role is a strong fit.

What You’ll Own

Project Planning & Timeline Management

• Build and maintain project plans, schedules, timelines, and trackers.
• Work within project management platforms such as:
• Asana
• Monday.com
• ClickUp
• Trello
• Smartsheet
• MS Project
• Track milestones, deliverables, dependencies, deadlines, and ownership.
• Support Project Managers with scheduling, prioritization, and execution planning.
• Keep next steps clearly assigned and actionable.
• Flag overdue or at-risk deliverables before they impact timelines.

Task & Workflow Coordination

• Monitor task completion across multiple projects and workstreams.
• Follow up proactively with task owners on outstanding deliverables.
• Track dependencies and ensure teams understand what needs to happen next.
• Maintain visibility into project health and execution progress.
• Help resolve coordination gaps that could slow down delivery.

Documentation & Reporting

• Capture and organize:
• Meeting notes
• Action items
• Decisions
• Project updates
• Follow-ups
• Prepare agendas, project summaries, and status reports.
• Maintain organized documentation using platforms such as Google Drive, SharePoint, Confluence, or Notion.
• Build weekly dashboards and reports highlighting:
• Progress
• Upcoming milestones
• Risks
• Blockers
• Priorities
• Ensure project information remains accurate and accessible.

Stakeholder Communication & Coordination

• Act as a central coordination point between:
• Project Managers
• Internal teams
• Leadership
• Vendors
• External stakeholders
• Communicate project updates clearly and consistently.
• Follow up on approvals, dependencies, decisions, and outstanding items.
• Coordinate meetings and ensure relevant stakeholders remain informed.
• Escalate blockers before they create significant project delays.

Resource & Scheduling Support

• Track workload distribution and resource requirements across projects.
• Identify potential scheduling conflicts or capacity issues.
• Coordinate timelines across teams and stakeholders.
• Help Project Managers maintain realistic and actionable project schedules.

Risk Monitoring & Quality Control

• Identify:
• Overdue tasks
• Bottlenecks
• Missing dependencies
• Workflow gaps
• Execution risks
• Maintain risk logs, escalation trackers, and mitigation plans.
• Review deliverables for completeness and consistency.
• Ensure teams follow established SOPs and project processes.
• Escalate risks with enough context for stakeholders to make decisions quickly.

Vendor & External Coordination

• Coordinate communication with vendors, contractors, and external partners.
• Track external deliverables and deadlines.
• Maintain visibility into contractual or operational commitments.
• Follow up on outstanding items and escalate delays when necessary.

What Makes You a Strong Fit

You’ll likely succeed in this role if you:

• Are naturally organized and process-oriented.
• Enjoy keeping multiple projects and moving pieces under control.
• Follow up proactively rather than waiting for deadlines to be missed.
• Communicate clearly with both internal and external stakeholders.
• Can identify blockers and risks before they become larger problems.
• Remain calm when priorities or deadlines change.
• Pay close attention to details while maintaining visibility into the bigger picture.
• Take ownership of ensuring work actually gets completed.

Required Experience & Skills

• 2+ years of experience in project coordination, operations support, administrative coordination, or a related role.
• Hands-on experience with project management platforms such as:
• Asana
• Monday.com
• ClickUp
• Trello
• Smartsheet
• MS Project
• Strong Excel and Google Sheets skills, including:
• Formulas
• Project trackers
• Reporting
• Conditional formatting
• Strong written and verbal English communication skills.
• Excellent organization and attention to detail.
• Experience coordinating multiple stakeholders, deadlines, and deliverables.
• Ability to manage multiple priorities simultaneously.
• Comfortable working independently in a remote environment.
• Availability during U.S. business hours.

Nice to Have

• PMP, CAPM, Agile, or Scrum certification, or currently pursuing one.
• Familiarity with Agile methodologies and sprint planning.
• Experience participating in standups, retrospectives, or other project ceremonies.
• Experience supporting:
• SaaS
• Marketing
• Operations
• Professional services
• Construction
• Agency environments
• Experience creating KPI dashboards and operational reports.
• Exposure to workflow optimization and process improvement.

What a Typical Day Looks Like

Your day may start by reviewing project trackers and identifying overdue tasks, upcoming milestones, and potential blockers. You’ll follow up with task owners, coordinate meetings, document decisions, and update project schedules.

Throughout the day, you’ll communicate with internal teams and external stakeholders, prepare status reports, maintain project documentation, and escalate risks that could affect delivery.

In short: you ensure projects remain organized, visible, on track, and operationally aligned from start to finish.

Key Metrics for Success

• On-time completion of project milestones.
• Minimal missed deadlines caused by coordination gaps.
• Accurate and consistent project reporting.
• Timely identification and escalation of blockers.
• High completion rate for assigned action items.
• Clear visibility into project health and priorities.
• Organized and audit-ready project documentation.
• Strong stakeholder satisfaction with communication and coordination.

Why This Role Stands Out

• High ownership across multiple projects and workflows.
• Direct visibility with leadership and cross-functional teams.
• Opportunity to improve project and operational systems.
• Hands-on experience with modern project management tools.
• Fully remote work environment.
• Career growth opportunities into:
• Project Manager
• Senior Project Coordinator
• PMO Coordinator
• Operations Manager
• Strategic Operations

Interview Process

1. Initial Phone Screen
2. Video Interview with Pavago Recruiter
3. Practical Assessment – Project Tracker / Coordination Scenario / Reporting Exercise
4. Client Interview
5. Offer & Background Verification

Apply Now

If you have experience in project coordination or operations, are highly organized, and know how to keep teams, timelines, deliverables, and stakeholders aligned, we’d love to hear from you.

This is a strong opportunity for someone who excels at project tracking, cross-functional coordination, and execution-focused operations.

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