Job Description
Job Title: Business Operations Coordinator
Position Type: Full-Time, Remote
Working Hours: U.S. Business Hours (EST Required)
About the Role
We’re hiring a highly organized and execution-driven Business Operations Coordinator to support daily operations across systems, billing, scheduling, crew coordination, client communication, and administrative workflows.
This is a hands-on, multi-functional role for someone who thrives in structured environments, pays close attention to detail, and takes ownership of operational accuracy. You will work directly with the Owner and help ensure operational systems, client workflows, billing processes, and crew coordination remain organized, responsive, and reliable.
This is not a strategic management role — it is execution-focused and systems-driven. Success in this role comes from consistency, responsiveness, strong organizational discipline, and proactive problem-solving.
Responsibilities
Core Operational Execution
• Maintain day-to-day operational workflows to ensure smooth business operations
• Support the Owner with administrative coordination and operational follow-through
• Monitor processes closely and proactively identify inefficiencies, risks, or workflow gaps
• Ensure operational tasks are completed accurately and on time
Systems & Data Management
• Maintain and update CRM records, ensuring job data, client information, scheduling details, and operational records remain accurate and current
• Organize and manage digital files across platforms including Excel, OneDrive, CompanyCam, and internal systems
• Ensure consistency and accuracy across systems to prevent reporting, scheduling, or billing issues
• Maintain clean operational documentation and organized workflows
Invoicing & Billing Coordination
• Process invoices accurately and ensure billing aligns with completed work and time tracking
• Follow up on outstanding invoices and maintain organized accounts receivable records
• Coordinate with accounting teams to maintain accurate documentation and financial records
• Monitor discrepancies in billing, payroll coordination, or operational reporting
Crew Scheduling & Job Tracking
• Monitor crew schedules, assignments, and job progress using Aspire, Azuga, or similar platforms
• Identify scheduling conflicts, attendance issues, delays, or operational gaps proactively
• Ensure time entries and operational logs are accurate for payroll and job costing purposes
• Coordinate updates between field crews, management, and scheduling systems
Lead & Client Pipeline Management
• Manage inbound leads and client communications on behalf of the Owner
• Maintain CRM updates and ensure follow-ups are completed consistently
• Prevent pipeline stagnation by ensuring inquiries, requests, and opportunities are tracked properly
• Maintain professional communication with clients, vendors, and stakeholders
Documentation, Reporting & Research
• Prepare reports, operational summaries, proposals, and responses to Requests for Proposals (RFPs)
• Assist with vendor research, pricing comparisons, and operational analysis
• Maintain organized internal and external documentation for operational visibility and compliance
• Support reporting and workflow tracking initiatives as needed
Communication & Administrative Support
• Manage and organize the Owner’s email inbox and Teams communication channels
• Respond to routine communication and escalate priority items appropriately
• Maintain clarity, organization, and responsiveness across communication workflows
• Ensure administrative tasks are handled efficiently and professionally
What Makes You a Perfect Fit
• Highly organized with exceptional attention to detail
• Strong execution discipline and operational follow-through
• Comfortable managing multiple systems, workflows, and priorities simultaneously
• Proactive communicator who identifies issues before they escalate
• Self-motivated and capable of working independently with minimal supervision
• Calm and reliable in fast-moving operational environments
Required Experience & Skills
• Proven experience in operations coordination, administrative support, invoicing, billing, or workflow management
• Experience working across multiple systems and platforms simultaneously
• High proficiency in Microsoft Office Suite (Excel, Outlook, Word, Teams, OneDrive)
• Experience using CRM systems (Aspire experience is a plus but not required)
• Strong written communication and professional email management skills
• High attention to detail with the ability to identify discrepancies quickly
• Strong organizational, time-management, and multitasking abilities
Preferred Experience & Skills
• Experience in service-based, field operations, staffing, logistics, or construction-related businesses
• Familiarity with operational scheduling systems and payroll coordination
• Experience supporting leadership directly in operational environments
• Background working with invoicing, job costing, or crew management systems
Operational Environment (Important)
This role is highly execution-focused and systems-driven.
You’ll be supported by:
• Established workflows and operational systems
• Direct communication access to the Owner
• Clear reporting structures and follow-up expectations
Your ownership is focused on:
• Accuracy in systems, billing, scheduling, and documentation
• Reliable follow-through on operational and client-related tasks
• Maintaining organized and current operational records
• Clear communication and proactive issue identification
This role rewards consistency, responsiveness, organization, and operational reliability.
What Does a Typical Day Look Like?
A Business Operations Coordinator’s day revolves around maintaining operational accuracy, keeping workflows organized, and ensuring smooth communication across teams and systems. You will:
• Monitor schedules, crew assignments, and operational workflows
• Update CRM records, billing information, and job tracking systems
• Coordinate invoices, payment follow-ups, and payroll-related time tracking
• Manage inbound client communication and operational follow-ups
• Identify and escalate scheduling conflicts or workflow issues proactively
• Prepare operational reports, documentation, and administrative updates
• Support the Owner with daily coordination and execution priorities
In essence: you ensure operations remain organized, responsive, accurate, and consistently moving forward without breakdowns in communication or execution.
Key Metrics for Success
• Accurate and up-to-date CRM and operational records
• On-time and error-free invoice processing
• Clean payroll coordination and time tracking accuracy
• No missed follow-ups or pipeline stagnation
• Proactive identification and resolution of operational issues
• High leadership confidence in operational reliability and follow-through
Interview Process
• Initial Screening Call
• Operations / Systems-Focused Interview
• Practical Task or Workflow Exercise
• Final Interview
• Internal Review & Approval
• Offer & Onboarding
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