Project Coordinator

Job Title: Project Coordinator

Position Type: Full-Time, Remote

Working Hours: U.S. client business hours (with flexibility for project schedules and deadlines)

About the Role:

Our client is seeking a Project Coordinator to provide structure, communication, and accountability across projects. This role ensures projects stay on track by managing timelines, tracking deliverables, and maintaining documentation. The Project Coordinator is the central link between project managers, stakeholders, and team members — keeping everyone aligned and ensuring nothing slips through the cracks.

Responsibilities:

Project Planning Support:

• Assist in developing and maintaining project schedules in Asana, Trello, Monday.com, MS Project, or Smartsheet.
• Update Gantt charts, timelines, and task lists to reflect current project status.

Documentation & Reporting:

• Capture meeting minutes, distribute agendas, and log action items.
• Maintain organized documentation repositories (SharePoint, Google Drive, Confluence).
• Prepare weekly project status reports and dashboards summarizing progress, risks, and blockers.

Communication & Coordination:

• Act as liaison between project managers, team members, and stakeholders.
• Ensure updates are communicated clearly and decisions are documented.
• Follow up on outstanding tasks and escalate risks where needed.

Task & Resource Tracking:

• Monitor task completion and dependencies.
• Track resource allocation and update calendars for availability and workload.

Quality & Risk Monitoring:

• Flag overdue tasks or blockers.
• Ensure deliverables meet quality standards before submission.
• Track and update risk registers.

Vendor & Partner Coordination:

• Manage communication with external vendors or partners.
• Track deliverables against contracts and escalate issues as needed.

What Makes You a Perfect Fit:

• Highly organized, detail-focused, and proactive.
• Strong communicator who ensures everyone is on the same page.
• Comfortable juggling multiple projects and deadlines.
• Process-driven with an ability to spot risks and gaps early.

Required Experience & Skills (Minimum):

• 2+ years in project coordination, operations, or administrative support.
• Hands-on experience with project management tools (Asana, Trello, Monday.com, MS Project).
• Excel/Google Sheets skills (trackers, pivot tables, conditional formatting).
• Strong documentation and communication skills.

Ideal Experience & Skills:

• PMP, CAPM, or Agile certification (or in progress).
• Familiarity with Agile/Scrum and sprint planning.
• Industry exposure in SaaS, marketing, professional services, or construction.

What Does a Typical Day Look Like?

A Project Coordinator’s day revolves around keeping the team aligned, the plan updated, and stakeholders informed. You will:

• Maintain project schedules so timelines, dependencies, and milestones are visible and accurate.
• Track deliverables by following up with team members, updating task statuses, and escalating overdue items.
• Document and report through meeting agendas, minutes, and weekly status updates.
• Facilitate communication between stakeholders and team members, ensuring clarity on priorities and decisions.
• Monitor risks and blockers so they are flagged early and addressed quickly.
• Keep records current by maintaining project documentation and repositories for audit and reference.

In essence: you ensure that projects run smoothly, no deadlines are missed, and leadership always has clear visibility into progress and risks.

Key Metrics for Success (KPIs):

• On-time delivery of milestones and tasks.
• Weekly status reports and dashboards delivered consistently.
• No missed deadlines due to poor coordination.
• Organized, up-to-date project documentation.
• Positive feedback from stakeholders on clarity and communication.

Interview Process:

1. Initial Phone Screen
2. Video Interview with Pavago Recruiter
3. Practical Task (e.g., build a sample project tracker and prepare a short status report)
4. Client Interview
5. Offer & Background Verification