Business Operations Coordinator
Business Operations Coordinator (CRM, Billing, Scheduling & Operations) – Remote | EST
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 and execution-focused Business Operations Coordinator to keep daily operations accurate, organized, and moving forward.
You’ll work directly with the Owner and support critical workflows across:
- CRM and data management
- Billing and invoicing
- Crew scheduling and job tracking
- Client communication and follow-ups
- Administrative coordination
- Reporting and documentation
This is not a strategic management role . It’s a hands-on operations position for someone who enjoys managing details, keeping systems clean, following through on open items, and solving problems before they create bigger issues.
If you’re organized, responsive, systems-oriented, and naturally notice when something doesn’t add up, this could be a strong fit.
What You’ll Own
CRM & Operational Data Management
- Maintain accurate and up-to-date CRM records
- Update client, lead, job, scheduling, and operational information
- Manage data and documentation across:
- Microsoft Excel
- OneDrive
- CompanyCam
- CRM and internal systems
- Identify missing, duplicate, outdated, or inconsistent information
- Keep operational records clean, current, and organized
- Ensure data accuracy to prevent downstream billing, scheduling, and reporting issues
Billing, Invoicing & Accounts Receivable
- Prepare and process invoices accurately and on time
- Verify billing against completed work and time records
- Track outstanding invoices and payment statuses
- Follow up on accounts receivable items as needed
- Coordinate with accounting teams on documentation and reconciliations
- Identify and resolve billing or reporting discrepancies
- Help ensure accurate information for payroll and job costing
Crew Scheduling & Job Tracking
- Monitor crew schedules, assignments, and active jobs
- Work within Aspire, Azuga, or similar operational platforms
- Identify:
- Scheduling conflicts
- Attendance issues
- Time discrepancies
- Job delays
- Missing operational information
- Maintain accurate time entries and logs for payroll and job costing
- Coordinate updates between field crews, management, and operational systems
Client & Lead Coordination
- Manage inbound leads and client communication on behalf of the Owner
- Keep CRM pipelines accurate and current
- Track inquiries, requests, opportunities, and next steps
- Ensure follow-ups happen consistently and on time
- Prevent leads and client requests from becoming stale or overlooked
- Communicate professionally with clients, vendors, and other stakeholders
Executive & Administrative Support
- Help organize the Owner’s email inbox and communication
- Support Microsoft Teams workflows and daily coordination
- Respond to routine communication when appropriate
- Flag and escalate priority items quickly
- Track administrative requests and follow-ups through completion
- Help the Owner stay organized across day-to-day operational priorities
Reporting, Documentation & Research
- Prepare:
- Operational reports
- Summaries
- Proposals
- RFP responses
- Conduct vendor and pricing research
- Assist with operational analysis and comparisons
- Maintain organized internal and external documentation
- Support operational tracking and reporting initiatives
What Makes You a Strong Fit
You:
- Are highly organized with exceptional attention to detail
- Take ownership instead of waiting for repeated instructions
- Have strong operational follow-through
- Are comfortable working across multiple systems simultaneously
- Can quickly identify discrepancies and missing information
- Communicate clearly and professionally
- Stay organized when priorities change
- Can work independently with minimal supervision
- Enjoy execution-h