Job Openings at Pavago

About the Role

• We’re hiring a Project Coordinator to bring structure, accountability, and visibility across multiple projects.
• This is not a passive admin role — you will act as the execution backbone of the team, ensuring timelines are followed, deliverables are tracked, and stakeholders stay aligned.
• If you’re highly organized, proactive, and thrive in fast-moving environments — this role is built for you.

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
• Keep all schedules accurate and up to date

Documentation & Reporting
Prepare:

• Meeting agendas
• Meeting notes
• Action items

Maintain documentation in:

• SharePoint
• Google Drive
• Confluence

Create weekly reports:

• Progress updates
• Risks
• Blockers
• Key metrics

Communication & Coordination (Core Responsibility)

• Act as the central liaison between:
• Project managers
• Team members
• Stakeholders

Ensure:

• Clear communication
• Alignment on priorities
• Documentation of decisions
• Follow up on tasks and escalate delays when needed

Task & Resource Tracking
Monitor task completion and dependencies

• Track workload and resource availability
• Ensure no task is missed or delayed

Risk & Quality Management
Identify:

• Delays
• Bottlenecks
• Risks
• Maintain risk registers and escalate early
• Ensure deliverables meet quality standards before submission
• Vendor & External Coordination
• Communicate with vendors and partners
• Track deliverables against agreements
• Escalate issues when timelines or expectations are not met

What Makes You a Strong Fit

• You are extremely organized and detail-oriented
• You proactively follow up (nothing slips through the cracks)
• You communicate clearly and confidently
• You can manage multiple projects at once
• You identify risks early instead of reacting late

Required Experience & Skills
2+ years experience in:

• Project coordination
• Operations
• Administrative/project support
• Hands-on experience with:
• Asana / Trello / Monday.com
• Strong Excel / Google Sheets skills:
• Trackers
• Pivot tables
• Conditional formatting
• Strong documentation and communication skills

Nice to Have
Certifications:

• PMP
• CAPM
• Agile (or in progress)
• Familiarity with:
• Agile / Scrum workflows
• Sprint planning

Experience in:

• SaaS
• Marketing
• Professional services
• Construction

What a Typical Day Looks Like

• Update project timelines and trackers
• Follow up with team members on deliverables
• Run or support meetings (notes + action items)
• Prepare weekly status reports
• Communicate updates across stakeholders
• Identify and escalate risks early
• Maintain clean, organized documentation

In short:

You ensure projects stay on track, visible, and under control.

Key Metrics (KPIs)

• On-time delivery of tasks and milestones
• Consistent, high-quality status reporting
• Zero missed deadlines due to coordination gaps
• Clean, up-to-date documentation
• Positive stakeholder feedback on communication and clarity

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About the Role

• We’re hiring a Paralegal to provide hands-on legal support across litigation, corporate, and compliance matters.
• This is not an admin role — this is a substantive legal support position.
• You will be responsible for drafting documents, conducting legal research, and ensuring cases move forward accurately and on time.
• If you’re detail-oriented, deadline-driven, and comfortable working across multiple legal areas — this role is built for you.

What You’ll Own
Legal Drafting (Core Responsibility)
Draft and prepare:

• Contracts
• Pleadings
• Motions
• Discovery requests/responses
• Corporate governance documents
• Ensure all work is accurate and aligned with attorney guidance

Legal Research & Analysis
Conduct research using:

• Westlaw
• LexisNexis
• Analyze:
• Case law
• Statutes
• Regulations
• Deliver concise, actionable research memos

Case Preparation & Litigation Support
Prepare:

• Deposition summaries
• Exhibits
• Trial binders

Track:

• Litigation calendars
• Filing deadlines
• Discovery timelines
• Ensure nothing slips through the cracks

Contract & Compliance Support
Review commercial agreements and summarize key terms

• Flag legal risks for attorney review
• Support:
• Regulatory filings
• Licensing
• Compliance documentation (e.g., GDPR, HIPAA, SOX)

Document & Case Management
Maintain organized legal files using:

• Clio
• Relativity
• iManage
• Ensure all records are:
• Accurate
• Secure
• Audit-ready

E-Discovery & Document Review

• Support document review and production
• Organize and manage discovery materials
• Ensure compliance with discovery obligations

Client & Attorney Support

• Communicate with clients to collect documents and information
• Provide case updates when required
• Support attorneys with research, drafting, and case execution

What Makes You a Strong Fit

• You are a strong legal writer with attention to detail
• You manage multiple cases without missing deadlines
• You are proactive and resourceful
• You can work independently with minimal supervision
• You are comfortable across litigation, corporate, and compliance work

Required Experience & Skills

• Bachelor’s degree or Paralegal Certificate
• 3+ years professional paralegal experience

Strong experience with:

• Westlaw / LexisNexis
• Hands-on drafting experience (litigation + corporate documents)

Experience with:

• Clio / Relativity / iManage
• Strong understanding of litigation processes and deadlines

Nice to Have

• Trial preparation experience
• Corporate law exposure:
• Entity formation
• Board resolutions
• Governance documentation
• Experience with compliance frameworks:
• GDPR
• HIPAA
• SOX
• Advanced e-discovery/document review experience

What a Typical Day Looks Like

• Draft legal documents and filings
• Conduct legal research and prepare memos
• Track deadlines and manage case timelines
• Prepare materials for hearings or trial
• Review contracts and flag risks
• Organize and maintain case files
• Communicate with clients and attorneys

In short:

You are the execution backbone that allows attorneys to move faster and more effectively.

Key Metrics (KPIs)

• Zero missed deadlines (litigation/compliance)
• Drafts requiring minimal revisions
• Clean, organized, audit-ready case files
• Research delivered on time and actionable
• High reliability and attorney satisfaction
   

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About the Role

• We’re hiring a Customer Service & Dispatch Coordinator to manage inbound customer communication and coordinate field service operations for a U.S.-based home services business.
• This is not a basic support role — you are the operational hub of the business.
• You will handle high-volume calls, schedule jobs, and ensure technicians are dispatched efficiently in real time.
• If you thrive in fast-paced, high-pressure environments and can manage multiple moving pieces without dropping the ball — this role is built for you.

What You’ll Own
Customer Communication (High Volume)

• Handle inbound calls, emails, and chats with professionalism and empathy
• Act as the primary point of contact from inquiry to job completion
• Provide proactive updates on:
• Scheduling
• Delays
• Service changes
• Manage difficult or frustrated customers calmly while maintaining service quality

Dispatching & Scheduling (Core Responsibility)

• Schedule and dispatch HVAC, plumbing, and electrical jobs
• Assign jobs based on:
• Technician availability
• Skillset
• Location
• Maintain and optimize daily/weekly schedules
• Adjust dispatch plans in real time as jobs change
• Communicate continuously with field technicians

CRM & Service Operations Management
Maintain accurate records in:

• ServiceTitan
• Or similar CRM/dispatch platforms

Review:

• Job notes
• Invoices
• Service documentation
• Ensure all interactions and updates are properly logged

Track:

• Call volume
• Booking rates
• Dispatch efficiency
• Sales Support & Upselling
• Introduce and explain membership/service plans
• Identify upsell opportunities where appropriate
• Support booking efficiency and customer retention

Cross-Team Coordination
Work closely with:

• Customer service team
• Dispatch team
• Field technicians
• Ensure seamless service delivery across all touchpoints
• Improve workflows through clear internal communication

What Makes You a Strong Fit

• You are customer-first but operations-driven
• You stay organized under pressure
• You can handle high call volumes without losing accuracy
• You are calm, resilient, and adaptable
• You take ownership and follow through on every task

Required Experience & Skills

• 2+ years experience in:
• Customer service + dispatching
• HVAC, plumbing, electrical, or home services industry
• Hands-on experience scheduling and dispatching technicians
• Experience with:
• ServiceTitan or similar tools
• Strong English communication (verbal + written)
• Ability to multitask and prioritize in real time
• High attention to detail and documentation accuracy
• Reliable internet and professional remote setup
• Nice to Have
• Experience with U.S.-based home services companies
• Familiarity with:
• Membership plan upselling
• Service agreements
• Experience working with remote/offshore teams
• Exposure to Northeast U.S. customer base

What a Typical Day Looks Like

• Handle inbound customer calls and messages
• Schedule and dispatch service jobs
• Communicate with technicians throughout the day
• Adjust schedules based on real-time changes
• Update CRM records and job details
• Track performance and support operational KPIs

In short:

You ensure customers are taken care of and technicians are fully optimized.

Key Metrics (KPIs)

• Call volume handled + booking conversion rate
• Schedule efficiency and technician utilization
• CRM accuracy and documentation quality
• Customer satisfaction and resolution speed
• Consistent follow-through on dispatch tasks

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About the Role

• We’re hiring a Virtual Assistant (VA) to support daily operations, communication, and execution across a fast-moving business.
• This is not a basic admin role — you will act as a remote operations partner, helping the client stay organized, responsive, and focused on high-value work.
• If you’re someone who is organized, proactive, and reliable, this role is built for you.

What You’ll Own
Administrative & Executive Support (Primary Focus)

• Manage calendars, meetings, and scheduling across time zones
• Coordinate calls and ensure smooth daily planning
• Draft and send professional emails, documents, and communications
• Prepare meeting notes and track follow-ups

Data & CRM Management
Update and maintain records in:

• HubSpot
• Salesforce
• Zoho CRM
• Manage spreadsheets and operational trackers

Organize digital files in:

• Google Drive
• Dropbox
• SharePoint

Research & Task Execution

Conduct online research:

• Competitors
• Vendors
• Market insights

Turn research into:

• Structured summaries
• Presentations
• Support ad hoc and project-based tasks

Customer & Vendor Coordination

• Respond to basic client inquiries or route appropriately
• Communicate with vendors and track outstanding items
• Ensure follow-ups are completed on time

Operations & Project Support
Assist with:

• Invoicing and expense tracking
• Light bookkeeping (if required)
• Update project management tools:
• Trello
• Asana
• Notion
• Monday.com

What Makes You a Strong Fit

• You are highly organized and detail-oriented
• You can manage multiple tasks without dropping the ball
• You communicate clearly and professionally
• You are proactive and don’t wait for instructions
• You are reliable, responsive, and accountable

Required Experience & Skills

• 1–2 years experience as a:
• Virtual Assistant
• Administrative Assistant
• Operations Support role

Proficiency in:

• Microsoft Office
• Google Workspace (Docs, Sheets, Gmail, Calendar)
• Strong time management and multitasking ability
• Reliable internet and remote work setup

Nice to Have

• CRM experience:
• HubSpot / Salesforce / Zoho CRM
• Familiarity with:
• QuickBooks / Xero
• Experience supporting:
• Founders
• Startups
• Remote teams
• Managing multiple clients or executives

What a Typical Day Looks Like

• Review calendars and inboxes, prioritize urgent items
• Schedule meetings and coordinate logistics
• Update CRM records and trackers
• Prepare documents, reports, or summaries
• Conduct research for ongoing projects
• Follow up with vendors or clients
• Send end-of-day updates and prep for next day

In short:

You ensure everything runs smoothly and nothing falls through the cracks.

Key Metrics (KPIs)

• Tasks completed accurately and on time
• Calendar & inbox management efficiency
• No missed meetings or deadlines
• Clean, organized systems and documentation
• Strong responsiveness during working hours
• Positive feedback from clients and stakeholders

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About the Role

• We’re hiring an AI Automation Specialist to design and deploy scalable, AI-powered workflows that eliminate manual work and improve operational efficiency.
• This is not a theory or research role.

You will be responsible for:

• Building real automations
• Integrating systems
• Deploying workflows that drive measurable impact
• If you’ve actually built automations end-to-end and can connect systems + AI — this role is built for you.

What You’ll Own
Process Analysis & Automation Design
Analyze business workflows and identify automation opportunities
Design systems that:

• Reduce manual effort
• Improve speed and accuracy
• Translate business needs into scalable automation solutions

AI & Workflow Automation Development
Build automations using:

• Zapier
• Make
• n8n
• Power Automate

Integrate AI tools like:

• ChatGPT
• Claude
• Gemini

Automate workflows across:

• Operations
• Customer support
• Marketing
• HR
• Reporting

System Integrations & Technical Execution
Connect systems using:

• APIs
• Webhooks
• Third-party integrations
• Ensure smooth data flow across tools
• Troubleshoot and fix automation issues quickly

Optimization & Performance

• Monitor workflow performance and reliability
• Improve:
• Speed
• Scalability
• Accuracy
• Continuously refine automations based on results

Documentation & Visibility

• Document workflows clearly (logic, triggers, outputs)
• Maintain structured SOPs for automations
• Provide visibility to stakeholders on:
• What’s automated
• What impact it’s driving

Cross-Team Collaboration

• Work with non-technical teams to gather requirements
• Translate ideas into working automation systems
• Recommend improvements proactively
• What Makes You a Strong Fit
• You’ve built real automations, not just explored tools

You think in:

• Systems
• Workflows
• Efficiency
• You’re both:
• Technical enough to build
• Clear enough to communicate
• You’re curious and keep up with AI/automation tools
• You execute fast and iterate constantly

Must-Have Requirements
Proven experience in:

• Automation
• Workflow design
• Process optimization
• Hands-on experience with:
• Zapier / Make / n8n / Power Automate
• Experience integrating AI tools (OpenAI, Anthropic, Google AI)

Understanding of:

• APIs
• Webhooks
• Data structures
• Strong analytical and problem-solving skills
• Excellent communication and documentation ability

Nice to Have
Programming experience:

• Python
• JavaScript
• Experience with:
• Google Sheets / Airtable / Notion

Familiarity with:

• HubSpot
• Salesforce
• ClickUp

Knowledge of:

• Prompt engineering
• AI workflow optimization
• Experience with RPA tools like:
• UiPath
• Tools You’ll Work With

Google Workspace

• Automation platforms (Zapier, Make, n8n)
• AI APIs & tools
• Project management tools (Asana, ClickUp)
• Slack

What a Typical Day Looks Like

• Identify automation opportunities in existing workflows
• Build and test AI-powered automations
• Connect systems via APIs and integrations
• Debug and optimize workflows
• Document processes and logic
• Collaborate with teams on improvements

In short:

You replace manual work with scalable, reliable automation systems.

Key Metrics (KPIs)

• Number of processes automated
• Reduction in manual workload
• Workflow uptime and reliability
• Accuracy of automation outputs
• Quality of documentation
• Speed of implementation