Business Operations Coordinator

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 highly organized Business Operations Coordinator to keep day-to-day business operations accurate, organized, and moving forward.

This is a hands-on execution role , not a strategy or leadership position. You’ll work across:

- CRM and data management

- Billing and invoicing

- Scheduling and job tracking

- Client communication and follow-ups

- Excel reporting and documentation

- Administrative and operational coordination

Your job is simple in principle: keep the systems clean, the schedules organized, the invoices accurate, and the follow-ups moving.

If you’re detail-oriented, comfortable working across multiple systems, and naturally notice when something doesn’t add up, this could be a strong fit.
What You’ll Own
CRM & Data Management

- Maintain accurate and up-to-date CRM records

- Update client, lead, job, and operational information

- Manage data across:

- CRM systems

- Microsoft Excel / Google Sheets

- OneDrive

- CompanyCam

- Identify duplicate, missing, outdated, or inconsistent information

- Keep pipelines current with no stale records or missed follow-ups

- Ensure data accuracy to prevent billing, reporting, and operational errors

Billing, Invoicing & Accounts Receivable

- Prepare and process invoices accurately and on time

- Verify billing information against completed work

- Track outstanding invoices and payment statuses

- Follow up on outstanding balances when required

- Maintain organized accounts receivable records

- Coordinate with accounting on:

- Reconciliations

- Payment records

- Supporting documentation

- Help resolve billing discrepancies quickly

Scheduling, Crew Coordination & Job Tracking

- Monitor active jobs and schedules

- Coordinate operational workflows using platforms such as:

- Aspire

- Azuga

- Identify scheduling conflicts, delays, and time discrepancies

- Maintain accurate employee and crew time records

- Support accurate:

- Payroll processing

- Job costing

- Scheduling

- Follow up on incomplete or inconsistent operational information

Client & Lead Coordination

- Respond to inbound client inquiries professionally

- Track leads and client communication within the CRM

- Coordinate follow-ups and next steps

- Ensure client requests are routed to the appropriate person

- Keep communication timely, organized, and actionable

- Prevent inquiries and opportunities from falling through the cracks

Reporting & Documentation

- Prepare operational reports and spreadsheets

- Support the preparation of:

- Proposals

- RFP responses

- Operational documentation

- Conduct vendor, pricing, contract, and operational research

- Maintain organized digital files and records

- Ensure information is easy to locate and consistently documented

Administrative & Leadership Support

- Support day-to-day operational requests from leadership

- Assist with:

- Outlook and email communication

- Microsoft Teams

- Scheduling

- Follow-ups

- Documentation

- Respond to routine operational communication

- Identify urgent matters and escalate them appropriately

- Track open items through completion rather than waiting for reminders

What Makes You a Strong Fit
You:

- Are extremely organized and detail-oriented

- Enjoy structured, process-driven work

- Catch inconsistencies before they become problems

- Are comfortable working with spreadsheets and operational systems

- Follow through without needing constant reminders

- Can manage several workflows simultaneously

- Communicate clearly and professionally

- Stay calm when priorities shift

- Take ownership of accuracy and execution

Required Experience & Skills

- Previous experience in one or more of the following:

- Operations coordination

- Administrativ