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.