📊 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:
- 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:
- 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.
