Business Operations Coordinator

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.