Business Operations Coordinator

Business Operations Coordinator (CRM, Billing, Scheduling & Operations)

Position Type: Full-Time, Remote Working Hours: U.S. Business Hours (EST Required)

About the Role

At Pavago, one of our clients is hiring a Business Operations Coordinator to manage day-to-day operational execution across CRM management, billing and invoicing, scheduling, workforce coordination, client communication, and administrative workflows.

This is a highly execution-focused operations role—not a strategy or leadership position.

Your responsibility is to ensure:

• Operational data remains accurate

• Invoices are processed correctly and on time

• Schedules stay organized

• Client follow-ups never get missed

• Workflows run smoothly day-to-day

This role is ideal for someone who thrives in structured environments, systems-driven work, detail-heavy coordination, and process management.

If you enjoy operational execution, organization, and maintaining accuracy across multiple moving parts, this role is a strong fit.

What You’ll Own

Core Operations Execution

• Maintain daily operational workflows across the business

• Support leadership with execution-focused operational tasks

• Ensure consistency across systems, workflows, and documentation

• Identify operational inefficiencies and process gaps proactively

• Maintain strong operational accountability and follow-through

CRM & Data Management

• Maintain clean and accurate CRM records

• Manage operational data across:

• Excel / Google Sheets

• OneDrive

• CompanyCam

• CRM systems

• Ensure consistency across systems to prevent:

• Billing discrepancies

• Reporting errors

• Operational gaps

• Maintain organized digital records and documentation

Invoicing & Billing Coordination

• Process invoices accurately and on time

• Track outstanding balances and payment follow-ups

• Maintain organized accounts receivable records

• Coordinate with accounting teams on reconciliations and supporting documentation

• Ensure billing aligns properly with completed work and schedules

Crew Scheduling & Job Tracking

• Monitor schedules and operational workflows using:

• Aspire

• Azuga

• Identify:

• Scheduling conflicts

• Time discrepancies

• Job delays

• Ensure accurate time tracking for:

• Payroll processing

• Job costing

• Support operational efficiency across active projects and crews

Lead & Client Coordination

• Manage inbound client inquiries and operational communication

• Maintain updated CRM pipelines with no stale records

• Track follow-ups and ensure timely client responses

• Coordinate communication between teams and clients

Reporting, Documentation & Research

• Prepare:

• Reports

• Proposals

• RFP responses

• Operational summaries

• Conduct:

• Vendor research

• Pricing comparisons

• Contract and operational research

• Maintain clean, organized, and accessible documentation systems

Administrative & Communication Support

• Support:

• Executive communication

• Microsoft Teams workflows

• Scheduling coordination

• Operational follow-ups

• Respond professionally to routine operational communication

• Escalate urgent operational matters quickly and accurately

• Keep communication organized, actionable, and documented

Requirements

Must-Have Experience

• Experience in:

• Operations Coordination

• Administrative Support

• Billing or Invoicing

• Scheduling or Workflow Coordination

• Operations-heavy environments

• Strong proficiency with:

• Microsoft Excel

• Outlook

• Word

• Teams

• OneDrive

• Experience using CRM systems

• Strong written English communication skills

• High attention to detail and operational accuracy

• Ability to work independently in a remote environment

Nice-to-Have Experience

• Experience with:

• Aspire

• Azuga

• CompanyCam

• Background in:

• Construction

• Landscaping

• Field Service Businesses

• Operations-heavy industries

• Experience with:

• Payroll coordination

• Job costing

• Accounts receivable follow-ups

What Makes You a Strong Fit

• Extremely detail-oriented and process-driven

• Comfortable working within structured operational systems

• Strong follow-through and accountability

• Able to manage multiple workflows simultaneously

• Calm and organized under pressure

• Proactive in identifying and resolving operational issues

• Strong communicator with operational discipline

What a Typical Day Looks Like

• Update CRM and operational records

• Process invoices and monitor payments

• Review schedules and job progress

• Respond to client communications and operational follow-ups

• Support leadership with operational coordination

• Prepare reports and maintain documentation

• Identify and resolve operational inconsistencies proactively

In short: You help keep the business organized, operationally efficient, and running accurately day-to-day.

Key Metrics for Success (KPIs)

• CRM and operational data accuracy

• Error-free invoicing and billing

• Scheduling accuracy and clean time tracking

• Zero missed client follow-ups

• Proactive operational issue identification

• Leadership confidence in operational reliability

• Consistency and timeliness of operational execution

Operational Environment

This role is:

• Execution-heavy

• Systems-driven

• Detail-critical

You will have:

• Clear workflows

• Defined expectations

• Direct access to leadership

You are responsible for:

• Accuracy

• Consistency

• Follow-through

• Operational reliability

Why This Role Stands Out

• High operational ownership and visibility

• Direct impact on daily business performance

• Structured workflows and measurable expectations

• Opportunity to grow into:

• Operations Manager

• Executive Operations Lead

• Chief of Staff-style responsibilities

• Fully remote role with long-term growth potential

Interview Process

• Initial Screening Call

• Operations & Systems-Focused Interview

• Practical Workflow or Scenario Task

• Final Interview

• Internal Review & Offer

Apply Now

If you:

• Are highly organized and systems-oriented

• Care deeply about operational accuracy and follow-through

• Can manage multiple moving parts without missing details

• Enjoy execution-heavy operational coordination

this is a strong opportunity to step into a high-impact operations role.