Business Operations Coordinator

Business Operations Coordinator (CRM, Billing, Scheduling, Excel) – Remote | EST Hours

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 the day-to-day operational execution of the business across:

• CRM management

• Billing and invoicing

• Scheduling and workforce coordination

• Client communication

• Administrative workflows

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

Your responsibility is to ensure:

• Data stays accurate

• Invoices are processed correctly

• Schedules stay organized

• Client follow-ups never get missed

• Operations run smoothly day-to-day

If you thrive in:

• Structured environments

• Detail-heavy operational work

• Systems and process management

This role is a strong fit.

What You’ll Own

Core Operations Execution

• Maintain daily operational workflows across the business

• Support leadership with execution-heavy operational tasks

• Identify inefficiencies or process gaps proactively

• Ensure operational consistency and follow-through

CRM & Data Management (Critical)

• Maintain clean and accurate CRM records

• Manage operational data across:

• Excel / Google Sheets

• OneDrive

• CompanyCam

• CRM systems

• Ensure consistency across systems to prevent:

• Billing issues

• 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 on reconciliations and documentation

• Ensure billing aligns correctly with completed work

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

• Help maintain operational efficiency across active jobs

Lead & Client Coordination

• Manage inbound client inquiries and communication

• Maintain updated CRM pipelines with zero stale records

• Track follow-ups and ensure timely responses

• Support client coordination and operational communication

Reporting, Documentation & Research

• Prepare:

• Reports

• Proposals

• RFP responses

• Conduct:

• Vendor research

• Pricing comparisons

• Contract and operational research

• Maintain structured, organized documentation systems

Administrative & Communication Support

• Help manage:

• Executive email communication

• Microsoft Teams workflows

• Scheduling coordination

• Respond to routine operational communication

• Escalate urgent matters quickly and accurately

• Keep communication organized and actionable

What Success Looks Like

• CRM and operational systems remain clean and accurate

• Invoices are processed correctly and on time

• Schedules stay organized without operational conflicts

• Client follow-ups never get missed

• Leadership has confidence in operational execution and reliability

What Makes You a Strong Fit

• Extremely detail-oriented and organized

• Comfortable in structured, systems-driven environments

• Proactive and ownership-focused

• Able to manage multiple workflows simultaneously

• Strong operational follow-through and accountability

• Calm and organized under pressure

Requirements (Must-Have)

Experience

• Experience in:

• Operations coordination

• Administrative support

• Billing or invoicing

• Scheduling or workflow coordination

Core Skills

• Strong proficiency in:

• Microsoft Excel

• Outlook

• Word

• Teams

• OneDrive

• CRM experience (Aspire experience is a plus)

• Strong written communication skills

• Ability to maintain high operational accuracy

• Comfortable working independently in remote environments

Nice to Have

• Experience with:

• Aspire

• Azuga

• Background in:

• Construction

• Landscaping

• Field service businesses

• Operations-heavy environments

• Experience with:

• Payroll coordination

• Job costing

• Accounts receivable follow-ups

What a Typical Day Looks Like

• Update CRM and operational records

• Process invoices and monitor payments

• Review schedules and job progress

• Respond to client communication and follow-ups

• Support leadership with operational coordination

• Prepare reports and maintain documentation

• Identify and resolve operational inconsistencies

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

Key Metrics (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

Operational Environment (Important)

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

• Direct impact on daily business performance

• Clear expectations and structure

• Opportunity to grow into:

• Operations Manager

• Executive Operations

• Chief of Staff-style responsibilities

• Fully remote environment 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 accuracy and follow-through

• Can manage multiple moving parts without dropping details

• Enjoy operational execution and process coordination

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