Business Operations Coordinator

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

Position Type: Full-Time, Remote
Working Hours: U.S. Business Hours (EST Required)

About the Role

Pavago is seeking a Business Operations Coordinator to manage the day-to-day operational execution for one of their clients. This role is critical for ensuring the smooth functioning of key business areas including CRM management, billing and invoicing, scheduling and workforce coordination, client communication, and administrative workflows. This is a highly execution-focused operations role, prioritizing accuracy and efficiency over strategy or leadership.

Your primary responsibility will be to ensure operational data remains accurate, invoices are processed correctly, schedules are organized, client follow-ups are never missed, and administrative workflows operate seamlessly.

This role is ideal for individuals who thrive in:

• Structured environments
• Systems-driven work
• Detail-heavy operational coordination
• Process management and follow-through

If you enjoy operational execution, organization, and maintaining accuracy across various 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.
• Proactively identify operational inefficiencies and process gaps.
• Maintain strong operational follow-through and accountability.

CRM & Data Management (Critical)

• Maintain clean and accurate CRM records.
• Manage operational data across Excel / Google Sheets, OneDrive, CompanyCam, and CRM systems.
• Ensure consistency across systems to prevent billing discrepancies, reporting errors, and operational gaps.
• Maintain organized digital records and operational 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 properly with completed work and schedules.

Crew Scheduling & Job Tracking

• Monitor schedules and operational workflows using Aspire and Azuga.
• Identify scheduling conflicts, time discrepancies, and job delays.
• Ensure accurate time tracking for payroll processing and 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 zero stale records.
• Track follow-ups and ensure timely client responses.
• Support operational coordination between teams and clients.

Reporting, Documentation & Research

• Prepare reports, proposals, RFP responses, and operational summaries.
• Conduct vendor research, pricing comparisons, and operational/contract research.
• Maintain clean, structured, and accessible documentation systems.

Administrative & Communication Support

• Help manage executive communication, Microsoft Teams workflows, scheduling coordination, and operational follow-ups.
• Respond to routine operational communication professionally.
• Escalate urgent operational matters quickly and accurately.
• Keep communication organized, actionable, and well-documented.

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 communication and follow-ups are handled consistently.
• Leadership has confidence in operational reliability and execution.
• Operational workflows run smoothly with minimal errors or bottlenecks.

What Makes You a Strong Fit

• Extremely detail-oriented and process-driven.
• Comfortable working inside structured operational systems.
• Strong follow-through and accountability mindset.
• Able to manage multiple workflows simultaneously.
• Calm and organized under pressure.
• Proactive in identifying and resolving operational issues.
• Strong communicator with operational discipline.

Must-Have Requirements

Experience

• Experience in operations coordination, administrative support, billing or invoicing, scheduling or workflow coordination, or operations-heavy environments.

Core Skills

• Strong proficiency with Microsoft Excel, Outlook, Word, Teams, and OneDrive.
• Experience using CRM systems.
• Strong written English communication skills.
• High operational accuracy and attention to detail.
• Ability to work independently in a remote environment.

Nice to Have

• Experience with Aspire, Azuga, or CompanyCam.
• Background in construction, landscaping, field service businesses, or operations-heavy industries.
• Experience with payroll coordination, job costing, or 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 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 (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 and visibility.
• Direct impact on daily business performance.
• Structured workflows and measurable expectations.
• Opportunity to grow into Operations Manager, Executive Operations Lead, or 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, and enjoy execution-heavy operational coordination, this is a strong opportunity to step into a high-impact operations role.