Business Operations Coordinator

Business Operations Coordinator (CRM, Billing, Scheduling & Operations Support) – 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 oversee the day-to-day operational execution of the business 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, organized, and running efficiently. You’ll support leadership by maintaining clean data, coordinating schedules, processing invoices, tracking follow-ups, and keeping critical business operations on track.

If you thrive in structured environments, enjoy detail-oriented work, and take pride in creating organized, reliable systems, this role is for you.
Responsibilities
Core Operations Support

- Maintain daily operational workflows and administrative processes.

- Support leadership with execution-focused operational tasks.

- Identify process gaps and operational inefficiencies proactively.

- Ensure consistency, accuracy, and follow-through across daily operations.

CRM & Data Management

- Maintain clean, accurate records across CRM platforms and operational systems.

- Manage data using:

- Microsoft Excel

- Google Sheets

- OneDrive

- CompanyCam

- CRM systems

- Ensure data consistency to prevent billing errors, reporting issues, and operational gaps.

- Organize and maintain digital records and documentation.

Billing & Invoicing

- Process invoices accurately based on completed work.

- Track outstanding balances and follow up on overdue payments.

- Maintain organized accounts receivable records.

- Coordinate with accounting to support reconciliations and documentation.

- Ensure billing records remain accurate and up to date.

Scheduling & Workforce Coordination

- Monitor schedules using Aspire, Azuga, or similar platforms.

- Identify scheduling conflicts, time discrepancies, and job delays.

- Support accurate time tracking for payroll and job costing.

- Help maintain efficient scheduling across active projects.

Client & Lead Coordination

- Manage inbound client inquiries and operational communication.

- Maintain accurate CRM pipelines and ensure no follow-ups are missed.

- Track client communication and maintain organized records.

- Support ongoing client coordination and operational workflows.

Reporting & Administrative Support

- Prepare operational reports, proposals, and RFP responses.

- Conduct vendor, pricing, and contract research.

- Maintain organized documentation and reporting systems.

- Support leadership with administrative coordination and project tracking.

Communication & Executive Support

- Assist with executive email management and Microsoft Teams communication.

- Respond to routine operational requests.

- Escalate urgent issues promptly.

- Keep communication organized, professional, and actionable.

What Makes You a Great Fit

- Highly organized with exceptional attention to detail.

- Comfortable working within structured, systems-driven environments.

- Proactive, dependable, and ownership-focused.

- Able to manage multiple priorities without sacrificing accuracy.

- Strong follow-through and commitment to operational excellence.

Required Experience & Skills

- Experience in operations coordination, administrative support, billing, invoicing, scheduling, or related operational roles.

- Strong proficiency with:

- Microsoft Excel

- Outlook

- Word

- Teams

- OneDrive

- Experience working with CRM systems (Aspire experience is a plus).

- Strong written English communication skills.

- Ability to work independently while maintaining high levels of accuracy and organization.

Nice to Have

- Experience using Aspire, Azuga, or similar operational platforms.

- Background supporting construction, landscaping, field service, or operations