Business Operations Coordinator

Business Operations Coordinator – CRM, Billing, Scheduling & Excel | Remote

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, client communication, data management, and administrative workflows.

This is a hands-on, execution-focused role, not a strategy or leadership position.

You’ll be responsible for keeping operational systems accurate, invoices moving, schedules organized, records up to date, and client follow-ups on track.

If you’re highly organized, detail-oriented, comfortable working across multiple systems, and enjoy making sure nothing falls through the cracks, this role is a strong fit.

What You’ll Own

CRM & Data Management – Critical

• Maintain clean, accurate, and up-to-date CRM records
• Manage operational data across:
• Excel / Google Sheets
• OneDrive
• CompanyCam
• CRM systems
• Ensure information remains consistent across systems
• Identify and correct discrepancies before they create billing or reporting issues
• Maintain organized digital records and documentation
• Keep pipelines current with no stale records or missed follow-ups

Billing, Invoicing & Accounts Receivable

• Prepare and process invoices accurately and on time
• Ensure billing aligns with completed work and operational records
• Track outstanding balances and payment statuses
• Follow up on accounts receivable when needed
• Coordinate with accounting on reconciliations and supporting documentation
• Maintain accurate and organized billing records
• Identify discrepancies and resolve or escalate them promptly

Scheduling & Job Tracking

• Coordinate crew and job schedules using systems such as Aspire and Azuga
• Monitor active jobs, schedules, and operational workflows
• Identify scheduling conflicts, job delays, and time discrepancies
• Maintain accurate time-tracking records
• Support accurate data for:
• Payroll processing
• Job costing
• Operational reporting
• Communicate scheduling changes to the appropriate stakeholders

Client & Lead Coordination

• Manage inbound client inquiries and routine communication
• Track leads, clients, and follow-up activity within the CRM
• Ensure inquiries receive timely responses
• Coordinate follow-ups so opportunities and client requests aren’t missed
• Maintain clear notes and communication history
• Escalate urgent client matters appropriately

Reporting, Documentation & Research

• Prepare operational reports and summaries
• Assist with proposals and RFP responses
• Conduct vendor and pricing research
• Support contract and operational research
• Maintain structured documentation and shared files
• Compile accurate information for leadership decision-making

Administrative & Executive Support

• Support leadership with execution-heavy operational responsibilities
• Assist with executive email and communication workflows
• Coordinate meetings and scheduling
• Manage communication through Microsoft Outlook and Teams
• Keep action items organized and ensure follow-through
• Identify process gaps or inconsistencies proactively
• Escalate time-sensitive matters quickly and accurately

Must-Have Experience & Skills

• Previous experience in one or more of the following:
• Operations coordination
• Administrative support
• Billing and invoicing
• Scheduling
• Workflow coordination
• Strong proficiency with:
• Microsoft Excel
• Outlook
• Word
• Teams
• OneDrive
• Experience working with CRM systems
• Strong spreadsheet and data-management skills
• Excellent written English communication
• High attention to detail and accuracy
• Ability to manage multiple workflows and deadlines simultaneously
• Strong organizational and follow-through skills
• Comfortable working independently in a remote environment
• Availability to work U.S. EST business hours

Nice to Have

• Experience with Aspire
• Experience with Azuga
• Familiarity with CompanyCam
• Experience in:
• Construction
• Landscaping
• Field services
• Operations-heavy service businesses
• Experience coordinating payroll or employee time tracking
• Understanding of job costing
• Accounts receivable and payment follow-up experience
• Experience preparing proposals or RFP responses

Tools & Tech

Microsoft Excel | Outlook | Word | Teams | OneDrive | Aspire | Azuga | CompanyCam | CRM Systems | Google Sheets

What Makes You a Strong Fit

• You’re extremely organized and detail-oriented
• You care about getting information right the first time
• You naturally notice missing information, inconsistencies, and unfinished tasks
• You’re comfortable working inside structured systems and processes
• You can manage several operational workflows without dropping details
• You proactively follow up instead of waiting to be reminded
• You remain calm and organized when priorities shift
• You take ownership of execution and follow-through

What a Typical Day Looks Like

You may start your day reviewing schedules and active jobs, checking for time discrepancies or operational issues, and updating CRM records.

From there, you might process invoices, review outstanding payments, respond to client inquiries, coordinate scheduling changes, update spreadsheets, prepare a report for leadership, or follow up on incomplete operational tasks.

Throughout the day, you’ll keep systems organized and ensure important details don’t get lost between clients, crews, accounting, and leadership.

In short: you keep the business organized, accurate, and moving forward day-to-day.

Key Metrics for Success

• CRM and operational data accuracy
• Accurate and timely invoicing
• Clean accounts receivable tracking
• Scheduling and time-tracking accuracy
• Zero missed client follow-ups
• Timely completion of operational tasks
• Proactive identification of discrepancies and issues
• Leadership confidence in operational reliability

Operational Environment

This role is execution-heavy, systems-driven, and detail-critical.

You’ll have clear workflows, defined expectations, and direct access to leadership while taking ownership of:

Accuracy | Consistency | Follow-Through | Organization | Operational Reliability

Growth Path

Strong performance can create opportunities to grow into roles such as:

Operations Manager | Senior Operations Coordinator | Executive Operations | Chief of Staff-style responsibilities

Interview Process

1. Initial Screening Call
2. Spark Hire Video Interview
3. Operations / Systems-Focused Interview
4. Practical Workflow or Scenario Task
5. Final Interview
6. Internal Review & Offer

Apply Now

If you’re highly organized, systems-oriented, strong with CRM management, Excel, billing, scheduling, and administrative operations, and you take pride in keeping a business running accurately behind the scenes, we’d love to hear from you.

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