Business Operations Coordinator

Business Operations Coordinator

Operations Coordination | CRM Management | Billing | Scheduling

Position Type: Full-Time, Remote Working Hours: U.S. Business Hours

About the Role

At Pavago, one of our clients is hiring a highly organized and execution-focused Business Operations Coordinator to support daily operations across scheduling, billing, CRM management, crew coordination, and administrative workflows.

This is a hands-on operational support role designed for someone who thrives in structured environments, values accuracy, and takes ownership of keeping systems organized, workflows efficient, and operations running smoothly.

Working closely with the Owner, you’ll coordinate multiple operational functions including business administration, field operations, invoicing, scheduling, and client communication.

This is not a strategic management role. Success comes from reliability, consistency, responsiveness, and operational excellence. If you’re detail-oriented, systems-minded, and enjoy keeping businesses running efficiently behind the scenes, this role is a great fit.

What You’ll Own

Core Operational Execution

• Support day-to-day operational workflows to ensure smooth business performance.

• Assist the Owner with administrative coordination and operational execution.

• Monitor workflows and proactively identify operational bottlenecks.

• Ensure tasks, updates, and records are completed accurately and on time.

Systems & Data Management

• Maintain accurate records within CRM systems, including:

• Client information

• Scheduling details

• Job records

• Organize and manage files across:

• Microsoft Excel

• OneDrive

• CompanyCam

• Internal business systems

• Ensure operational data remains accurate, structured, and up to date.

• Prevent discrepancies affecting reporting, scheduling, billing, or payroll.

Invoicing & Billing Coordination

• Process invoices accurately and on time.

• Verify billing aligns with completed work and operational records.

• Monitor accounts receivable and assist with payment follow-ups.

• Coordinate with accounting to maintain organized financial documentation.

• Ensure invoices and supporting documentation remain complete and accurate.

Crew Scheduling & Job Tracking

• Monitor crew schedules and job progress using platforms such as:

• Aspire

• Azuga

• Similar operational software

• Identify scheduling conflicts, delays, or workflow issues proactively.

• Review daily time entries to support payroll and job costing accuracy.

• Coordinate communication between field crews and office operations.

Lead & Client Pipeline Management

• Manage inbound leads and client communication.

• Maintain accurate CRM pipelines and follow-up schedules.

• Ensure no customer inquiry or follow-up is overlooked.

• Deliver professional and timely communication throughout the client journey.

Documentation, Reporting & Research

• Prepare:

• Reports

• Proposals

• Responses to Requests for Proposals (RFPs)

• Conduct:

• Vendor research

• Pricing comparisons

• Municipal contract research

• Organize operational documentation and reporting.

• Support leadership with workflow visibility and operational reporting.

Communication & Administrative Support

• Manage the Owner’s:

• Email inbox

• Microsoft Teams communication

• Operational correspondence

• Respond to routine communication while escalating urgent matters appropriately.

• Keep communication organized, responsive, and actionable.

Requirements

Must-Have Qualifications

Experience

• Proven experience in:

• Operations Coordination

• Administrative Support

• Billing

• Invoicing

• Business Operations

• Experience working across multiple business systems simultaneously.

Technical Skills

• Advanced proficiency with:

• Microsoft Excel

• Outlook

• Word

• Teams

• OneDrive

• Experience using CRM systems (Aspire experience is a plus).

• Strong written communication and professional email management skills.

• Excellent attention to detail and organizational abilities.

• Ability to work independently in a remote environment.

Nice-to-Have

• Experience supporting:

• Field Operations

• Service Businesses

• Crew-Based Organizations

• Familiarity with:

• Scheduling

• Payroll Coordination

• Job Costing

• Experience with:

• Municipal contracts

• Vendor management

• Proposal preparation

• Experience maintaining operational dashboards and workflow trackers.

• Background in:

• Construction

• Landscaping

• Home Services

• Operations-intensive businesses

What Makes You a Strong Fit

• Highly organized and systems-oriented.

• Exceptional attention to detail.

• Reliable and proactive self-starter.

• Comfortable managing multiple priorities simultaneously.

• Strong written communication skills.

• Calm and solutions-focused under pressure.

• Accountable with excellent follow-through.

What a Typical Day Looks Like

• Review crew schedules, job progress, and operational updates.

• Process invoices and monitor accounts receivable.

• Update CRM records and maintain pipeline accuracy.

• Coordinate with crews, clients, and leadership regarding schedules.

• Review time tracking before payroll processing.

• Organize emails, communications, and operational follow-ups.

• Prepare reports, documentation, and workflow updates.

In short: You serve as the operational backbone of the business, ensuring workflows remain organized, systems stay accurate, and daily operations run efficiently.

Key Metrics for Success (KPIs)

• Accurate and up-to-date CRM records.

• Error-free invoice processing.

• Clean payroll and time-tracking coordination.

• Zero missed client follow-ups.

• Fast identification and resolution of operational issues.

• High leadership confidence in operational execution.

Why Join Us?

• High-impact operational role supporting business leadership.

• Direct ownership of critical business workflows.

• Structured systems with clear expectations.

• Fully remote work environment.

• Opportunity to grow into:

• Operations Manager

• Executive Operations Manager

• Chief of Staff

• Business Operations Manager

Interview Process

1. Initial Phone Screen
2. Spark Hire Intro Video (3–5 minutes)
3. Practical Workflow or Operations Exercise
4. Client Interview
5. Offer & Onboarding

What Happens After You Apply

Right after you apply, you’ll receive an email invitation from Spark Hire to record your Intro Video. This short, self-recorded video is the next step that completes your application and can be recorded whenever it’s convenient for you.

Instead of repeating yourself across multiple screening calls, you’ll introduce yourself once, and your video will be shared with the hiring team. This helps the hiring team evaluate your communication style early, making future interviews more meaningful while reducing unnecessary interview rounds.

Don’t overthink it—you can record your video as many times as you’d like before submitting it. Only your final submission will be reviewed.

Please keep an eye on both your inbox and spam folder for your Spark Hire invitation after submitting your application.

Apply Now

If you’re an experienced Business Operations Coordinator who enjoys building organized systems, supporting day-to-day operations, and ensuring nothing falls through the cracks, we’d love to hear from you. Apply today and become a key contributor to a growing business where operational excellence, accuracy, and reliability drive success.