Business Operations Coordinator

Job Description

Business Operations Coordinator (CRM, Billing, Scheduling, Excel) – Remote | EST Hours

Position Type: Full-Time, Remote

Working Hours: U.S. Business Hours (EST Required)

About the Role

We’re hiring a Business Operations Coordinator to own the day-to-day execution layer of the business — across systems, billing, scheduling, and client coordination.

This is a hands-on, execution-focused role. You will not be managing strategy — you will be ensuring:

• Data is accurate
• Invoices are correct
• Schedules are clean
• Nothing falls through the cracks

If you’re someone who thrives on:

👉 structure, organization, and getting things right the first time

This role is a strong fit.

What You’ll Own

Core Operations Execution

• Maintain daily workflows across operations
• Support the Owner with execution-heavy tasks
• Identify inefficiencies and flag issues early

Systems & Data Management (Critical)

• Maintain CRM and operational systems with clean, accurate data

• Manage records across:

  • Excel / Google Sheets
  • OneDrive
  • CompanyCam

• Ensure consistency across systems to avoid:

  • Billing errors
  • Reporting issues
  • Operational gaps

Invoicing & Billing Coordination

• Process invoices accurately based on completed work
• Track and follow up on outstanding payments
• Maintain clean AR records
• Coordinate with accounting for documentation and reconciliation

Crew Scheduling & Job Tracking

• Monitor schedules using:

  • Aspire
  • Azuga

• Identify:

  • Scheduling conflicts
  • Time discrepancies
  • Job delays

• Ensure accurate time tracking for:

  • Payroll
  • Job costing

Lead & Client Pipeline Management

• Manage inbound leads and client communication
• Update CRM consistently (no stale pipelines)
• Track follow-ups and ensure zero missed responses

Reporting, Documentation & Research

• Prepare:

  • Reports
  • Proposals
  • RFP responses

• Conduct:

  • Vendor research
  • Pricing comparisons
  • Contract research

• Maintain organized documentation

Communication & Admin Support

• Manage Owner’s:

  • Email
  • Microsoft Teams communication

• Respond to routine items

• Escalate priority issues quickly

• Keep communication organized and structured

What Makes You a Strong Fit

• You are detail-obsessed — errors bother you
• You thrive in structured, system-driven environments
• You don’t wait for instructions — you take ownership
• You can manage multiple workflows without losing accuracy

Required Experience & Skills

• Experience in:

  • Operations coordination
  • Admin support
  • Billing / invoicing

• Strong proficiency in:

  • Microsoft Excel
  • Outlook
  • Word
  • Teams
  • OneDrive

• CRM experience (any system; Aspire is a plus)

• Strong written communication (email-heavy role)

Nice to Have (High-Quality Candidates)

• Experience with:

  • Aspire
  • Azuga

• Background in:

  • Field service businesses
  • Construction / landscaping / operations-heavy industries

• Experience with:

  • Payroll coordination
  • Job costing
  • AR follow-ups

What a Typical Day Looks Like

• Update CRM and operational records
• Process invoices and track payments
• Monitor schedules and job progress
• Respond to client inquiries and manage follow-ups
• Support Owner with admin and operational tasks
• Prepare reports and maintain documentation

In short:

You ensure the business runs clean, organized, and error-free.

Key Metrics (KPIs)

• CRM and system accuracy (no outdated data)
• Error-free invoicing and billing
• Clean scheduling and time tracking
• Zero missed client follow-ups
• Proactive issue identification
• Leadership confidence in operational reliability

Operational Environment (Important)

This role is:

• Execution-heavy
• Systems-driven
• Detail-critical

You will have:

• Clear workflows
• Direct access to the Owner
• Defined expectations

You are responsible for:

• Accuracy
• Consistency
• Follow-through

Why This Role Stands Out

• High ownership across operations
• Direct impact on business performance
• Clear expectations (no ambiguity)
• Opportunity to grow into Operations Manager / Chief of Staff-type role

Interview Process

• Initial Screening Call
• Operations / Systems-Focused Interview
• Practical Task (workflow or scenario)
• Final Interview
• Internal Review & Offer

Apply Now

If you:

• Are extremely organized
• Care about accuracy and systems
• Can manage multiple moving parts without dropping details

This role is a strong fit.