Business Operations Coordinator

📊 Business Operations Coordinator (CRM, Billing, Scheduling & Operations) – 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 day-to-day operational execution across:

• CRM management

• billing and invoicing

• scheduling and workforce coordination

• client communication

• administrative workflows

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

Your responsibility is to ensure:

• operational data stays accurate

• invoices are processed correctly

• schedules remain organized

• client follow-ups never get missed

• workflows operate smoothly day-to-day

This role is ideal for someone who thrives in:

• structured environments

• systems-driven work

• detail-heavy operational coordination

• process management and follow-through

If you enjoy operational execution, organization, and maintaining accuracy across 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 follow-through and accountability

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 discrepancies

• reporting errors

• operational gaps

• Maintain organized digital records and operational 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 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 zero stale records

• Track follow-ups and ensure timely client responses

• Support operational coordination between teams and clients

Reporting, Documentation & Research

• Prepare:

• reports

• proposals

• RFP responses

• operational summaries

• Conduct:

• vendor research

• pricing comparisons

• operational and contract research

• Maintain clean, structured, and accessible documentation systems

Administrative & Communication Support

• Help manage:

• executive communication

• Microsoft Teams workflows

• scheduling coordination

• operational follow-ups

• Respond to routine operational communication professionally

• Escalate urgent operational matters quickly and accurately

• Keep communication organized, actionable, and well-documented

📊 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 communication and follow-ups are handled consistently

• Leadership has confidence in operational reliability and execution

• Operational workflows run smoothly with minimal errors or bottlenecks

🧠 What Makes You a Strong Fit

• Extremely detail-oriented and process-driven

• Comfortable working inside structured operational systems

• Strong follow-through and accountability mindset

• Able to manage multiple workflows simultaneously

• Calm and organized under pressure

• Proactive in identifying and resolving operational issues

• Strong communicator with operational discipline

✅ Must-Have Requirements

Experience

• Experience in:

• operations coordination

• administrative support

• billing or invoicing

• scheduling or workflow coordination

• operations-heavy environments

Core Skills

• Strong proficiency with:

• Microsoft Excel

• Outlook

• Word

• Teams

• OneDrive

• Experience using CRM systems

• Strong written English communication skills

• High operational accuracy and attention to detail

• Ability to work independently in a remote environment

⭐ Nice to Have

• 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 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 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 (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 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.