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.

Business Operations Coordinator