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:
- 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:
- 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.
