Business Operations Coordinator
Business Operations Coordinator
CRM Management | Billing & Invoicing | Scheduling | Business Operations | Remote
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 support the day-to-day execution of business operations across CRM management, billing, scheduling, client communication, and administrative workflows.
This is a highly execution-focused role where you’ll ensure operational systems remain accurate, invoices are processed on time, schedules stay organized, and client follow-ups never fall through the cracks.
If you’re highly organized, detail-oriented, and enjoy working with systems and structured processes, this is an excellent opportunity to make a direct impact on daily business operations.
What You’ll Own
Operations Coordination
- Manage daily operational workflows and administrative processes.
- Support leadership with execution-focused operational tasks.
- Monitor workflows and proactively identify process improvements.
- Ensure consistency, accuracy, and accountability across daily operations.
CRM & Data Management
- Maintain accurate and organized CRM records.
- Manage operational data across:
- CRM platforms
- Microsoft Excel
- Google Sheets
- OneDrive
- CompanyCam
- Ensure consistency across systems to prevent billing errors, reporting issues, and operational gaps.
- Maintain organized digital documentation and business records.
Billing & Invoicing
- Prepare and process invoices accurately and on time.
- Track outstanding balances and payment follow-ups.
- Maintain organized accounts receivable records.
- Coordinate with accounting regarding reconciliations and supporting documentation.
- Ensure billing aligns accurately with completed work.
Scheduling & Workforce Coordination
- Monitor schedules and operational workflows using systems such as Aspire and Azuga.
- Identify scheduling conflicts, job delays, and time discrepancies.
- Maintain accurate time tracking for payroll and job costing.
- Support efficient scheduling across active projects and field teams.
Client & Operational Support
- Respond to inbound client inquiries professionally.
- Maintain clean CRM pipelines and ensure timely follow-up.
- Track outstanding action items and operational requests.
- Support communication between clients and internal teams.
Reporting & Administrative Support
- Prepare reports, proposals, and RFP responses.
- Conduct vendor research, pricing comparisons, and operational research.
- Maintain organized documentation and filing systems.
- Support executive scheduling, Microsoft Teams communication, and operational coordination.
- Escalate urgent issues promptly and accurately.
Requirements
Must-Have Qualifications
Experience
- Previous experience in one or more of the following:
- Operations Coordination
- Administrative Support
- Billing or Invoicing
- Scheduling or Workflow Coordination
Technical Skills
- Strong proficiency with:
- Microsoft Excel
- Microsoft Outlook
- Microsoft Word
- Microsoft Teams
- OneDrive
- Experience working with CRM systems.
- Strong written English communication skills.
- Ability to maintain high levels of operational accuracy.
- Comfortable working independently in a remote environment.
Nice-to-Have
- Experience using Aspire and/or Azuga.
- Background in construction, landscaping, field service, or other operations-heavy industries.
- Experience with payroll coordination, job costing, or accounts receivable follow-up.
What Makes You a Strong Fit
- Highly organized and detail-oriented.
- Comfortable working in structured, systems-driven environments.
- Strong ownership and follow-through.
- Able to manage multiple workflows simultaneously.
- Calm under pressure with excellent prioritization skills.
- Committed to operational accuracy and consistency.
What a Typical