Responsibilities
- Maintain and update project plans using Asana, Trello, Monday.com, Smartsheet, MS Project
- Track timelines, milestones, deliverables, dependencies, ownership
- Ensure project trackers and schedules remain accurate and updated
- Help teams stay aligned on priorities and deadlines
- Prepare and maintain meeting agendas, meeting notes, action items, weekly project reports, project dashboards
- Organize project documentation within Google Drive, SharePoint, Confluence, Notion
- Create reports covering project progress, blockers, risks, operational updates, KPI tracking
- Ensure documentation remains clean, accessible, and audit-ready
- Act as the central liaison between project managers, internal teams, leadership, vendors, stakeholders
- Ensure clear communication, alignment on priorities, visibility into deadlines and deliverables
- Follow up proactively on outstanding tasks, approvals, dependencies, deliverables
- Escalate delays or blockers before timelines are impacted
- Monitor task completion, project dependencies, resource availability, workload tracking
- Ensure no deliverables or deadlines fall through the cracks
- Maintain accountability across active projects and workflows
- Identify bottlenecks, delays, operational risks, coordination gaps
- Maintain risk logs, escalation trackers, mitigation updates
- Help ensure deliverables meet quality expectations before submission
- Coordinate with vendors, contractors, external stakeholders
- Track timelines and external deliverables
- Escalate issues proactively when expectations are not met
- Maintain visibility into external project dependencies
Requirements
- 2+ years of experience in project coordination, operations support, administrative coordination, project support roles
- 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, 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 Scrum certifications
- Familiarity with Agile workflows, sprint planning, project ceremonies
- Experience supporting SaaS companies, marketing teams, operations-heavy businesses, construction projects, professional services environments
Work Arrangement
Remote (Worldwide)
What You’ll Own
- Project Planning & Timeline Management
- Documentation & Reporting
- Communication & Coordination (Core Responsibility)
- Task & Resource Tracking
- Risk & Quality Management
- Vendor & External Coordination
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
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, 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
Additional Information
- Working hours: U.S. Client Business Hours (flexibility for deadlines)
- Position Type: Full-Time, Remote
