Business Operations Coordinator
Business Operations Coordinator – CRM, Billing & Scheduling
Full-Time | Remote | U.S. Business Hours (EST)
About the Role
At Pavago , one of our clients is hiring a highly organized Business Operations Coordinator to keep day-to-day operations running accurately and efficiently.
This is a hands-on, execution-focused role covering CRM management, billing, scheduling, client communication, workforce coordination, and administrative operations .
You’ll be responsible for making sure data stays accurate, invoices go out correctly, schedules remain organized, and no important follow-up falls through the cracks.
What You’ll Do
CRM & Operations Management
- Maintain accurate and up-to-date CRM and operational records
- Manage data across Excel, Google Sheets, OneDrive, CompanyCam, and CRM systems
- Keep documentation, workflows, and digital records organized
- Identify discrepancies or process gaps before they create operational issues
Billing & Invoicing
- Process invoices accurately and on time
- Track outstanding balances and payment follow-ups
- Maintain organized accounts receivable records
- Coordinate with accounting on reconciliations and supporting documentation
- Ensure billing accurately reflects completed work
Scheduling & Job Coordination
- Monitor crew schedules, active jobs, and operational workflows
- Work with platforms such as Aspire and Azuga
- Identify scheduling conflicts, time discrepancies, and job delays
- Maintain accurate time tracking for payroll and job costing
- Coordinate updates between field teams and internal stakeholders
Client & Administrative Support
- Manage inbound client inquiries and follow-ups
- Keep CRM pipelines current with no stale records
- Support executive communication, scheduling, and Microsoft Teams workflows
- Escalate urgent operational matters appropriately
- Ensure communication remains professional, documented, and actionable
Reporting & Documentation
- Prepare reports, proposals, RFP responses, and operational summaries
- Conduct vendor, pricing, contract, and operational research
- Maintain clear and accessible documentation
- Support leadership with day-to-day operational execution
What We’re Looking For
- Experience in operations coordination, administrative support, billing/invoicing, scheduling, or workflow management
- Strong proficiency with Excel, Outlook, Word, Teams, and OneDrive
- Experience working with CRM systems
- Excellent attention to detail and data accuracy
- Strong written English communication
- Ability to manage multiple priorities and follow-ups simultaneously
- Proactive, dependable, and comfortable working independently
- Availability during EST business hours
Nice to Have
- Experience with Aspire, Azuga, or CompanyCam
- Construction, landscaping, home services, or field-service experience
- Payroll coordination or time-tracking experience
- Job costing knowledge
- Accounts receivable and payment follow-up experience
What Success Looks Like
- Accurate CRM and operational data
- Timely, error-free invoicing
- Organized schedules and accurate time tracking
- No missed client follow-ups
- Clean and reliable documentation
- Operational issues identified and resolved proactively
- Leadership can confidently rely on your execution and follow-through
Why Join?
- Fully remote opportunity
- High ownership over daily business operations
- Direct collaboration with leadership
- Clear workflows and measurable expectations
- Exposure to billing, CRM, scheduling, and field operations
- Growth opportunities into Operations Manager, Executive Operations, or Chief of Staff-style roles
Interview Process
- Initial Application Review
- Spark Hire Intro Video
- Operations & Systems Interview
- Practical Workflow / Scenario Exercise
- Final Client Interview
- Offer & Onboarding
What Happens After You Apply
Qualified candidates will receive a Spark Hire invitation to comp