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
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 and workforce coordination
- Client communication
- Administrative workflows
This is a highly execution-focused role — not a strategy or leadership position.
Your responsibility is to ensure:
- Data stays accurate
- Invoices are processed correctly
- Schedules stay organized
- Client follow-ups never get missed
- Operations run smoothly day-to-day
If you thrive in:
- Structured environments
- Detail-heavy operational work
- Systems and process management
This role is a strong fit.
What You’ll Own
Core Operations Execution
- Maintain daily operational workflows across the business
- Support leadership with execution-heavy operational tasks
- Identify inefficiencies or process gaps proactively
- Ensure operational consistency and follow-through
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 issues
- 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 on reconciliations and documentation
- Ensure billing aligns correctly with completed work
Crew Scheduling & Job Tracking
Monitor schedules and operational workflows using:
- Aspire
- Azuga
Identify:
- Scheduling conflicts
- Time discrepancies
- Job delays
Ensure accurate time tracking for:
- Payroll processing
- Job costing
Help maintain operational efficiency across active jobs
Lead & Client Coordination
- Manage inbound client inquiries and communication
- Maintain updated CRM pipelines with zero stale records
- Track follow-ups and ensure timely responses
- Support client coordination and operational communication
Reporting, Documentation & Research
Prepare:
- Reports
- Proposals
- RFP responses
Conduct:
- Vendor research
- Pricing comparisons
- Contract and operational research
Maintain structured, organized documentation systems
Administrative & Communication Support
Help manage:
- Executive email communication
- Microsoft Teams workflows
- Scheduling coordination
Respond to routine operational communication
Escalate urgent matters quickly and accurately
Keep communication organized and actionable
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 follow-ups never get missed
- Leadership has confidence in operational execution and reliability
What Makes You a Strong Fit
- Extremely detail-oriented and organized
- Comfortable in structured, systems-driven environments
- Proactive and ownership-focused
- Able to manage multiple workflows simultaneously
- Strong operational follow-through and accountability
- Calm and organized under pressure
Requirements (Must-Have)
Experience
Experience in:
- Operations coordination
- Administrative support
- Billing or invoicing
- Scheduling or workflow coordination
Core Skills
Strong proficiency in:
- Microsoft Excel
- Outlook
- Word
- Teams
- OneDrive
CRM experience (Aspire experience is a plus)
Strong written communication skills
Ability to maintain high operational accuracy
Comfortable working independently in remote environments
Nice to Have
Experience with:
- Aspire
- Azuga
Background in:
- Construction
- Landscaping
- Field service businesses
- Operations-heavy environments
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 follow-ups
- Support leadership with operational coordination
- Prepare reports and maintain documentation
- Identify and resolve operational inconsistencies
In short:
You help keep the business organized, operationally efficient, and running accurately day-to-day.
Key Metrics (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
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
Direct impact on daily business performance
Clear expectations and structure
Opportunity to grow into:
- Operations Manager
- Executive Operations
- Chief of Staff-style responsibilities
Fully remote environment 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 accuracy and follow-through
- Can manage multiple moving parts without dropping details
- Enjoy operational execution and process coordination
This is a strong opportunity to step into a high-impact operations role.
