Business Operations Coordinator

Business Operations Coordinator (CRM, Billing, Scheduling, Excel) – Remote | EST HoursPosition Type: Full-Time, Remote Working Hours: U.S. Business Hours (EST Required)About the RoleAt Pavago, one of our clients is hiring a Business Operations Coordinator to manage the day-to-day operational execution of the business across:CRM managementBilling and invoicingScheduling and workforce coordinationClient communicationAdministrative workflowsThis is a highly execution-focused role — not a strategy or leadership position.Your responsibility is to ensure:Data stays accurateInvoices are processed correctlySchedules stay organizedClient follow-ups never get missedOperations run smoothly day-to-dayIf you thrive in:Structured environmentsDetail-heavy operational workSystems and process managementThis role is a strong fit.What You’ll OwnCore Operations ExecutionMaintain daily operational workflows across the businessSupport leadership with execution-heavy operational tasksIdentify inefficiencies or process gaps proactivelyEnsure operational consistency and follow-throughCRM & Data Management (Critical)Maintain clean and accurate CRM recordsManage operational data across:Excel / Google SheetsOneDriveCompanyCamCRM systemsEnsure consistency across systems to prevent:Billing issuesReporting errorsOperational gapsMaintain organized digital records and documentationInvoicing & Billing CoordinationProcess invoices accurately and on timeTrack outstanding balances and payment follow-upsMaintain organized accounts receivable recordsCoordinate with accounting on reconciliations and documentationEnsure billing aligns correctly with completed workCrew Scheduling & Job TrackingMonitor schedules and operational workflows using:AspireAzugaIdentify:Scheduling conflictsTime discrepanciesJob delaysEnsure accurate time tracking for:Payroll processingJob costingHelp maintain operational efficiency across active jobsLead & Client CoordinationManage inbound client inquiries and communicationMaintain updated CRM pipelines with zero stale recordsTrack follow-ups and ensure timely responsesSupport client coordination and operational communicationReporting, Documentation & ResearchPrepare:ReportsProposalsRFP responsesConduct:Vendor researchPricing comparisonsContract and operational researchMaintain structured, organized documentation systemsAdministrative & Communication SupportHelp manage:Executive email communicationMicrosoft Teams workflowsScheduling coordinationRespond to routine operational communicationEscalate urgent matters quickly and accuratelyKeep communication organized and actionableWhat Success Looks LikeCRM and operational systems remain clean and accurateInvoices are processed correctly and on timeSchedules stay organized without operational conflictsClient follow-ups never get missedLeadership has confidence in operational execution and reliabilityWhat Makes You a Strong FitExtremely detail-oriented and organizedComfortable in structured, systems-driven environmentsProactive and ownership-focusedAble to manage multiple workflows simultaneouslyStrong operational follow-through and accountabilityCalm and organized under pressureRequirements (Must-Have)ExperienceExperience in:Operations coordinationAdministrative supportBilling or invoicingScheduling or workflow coordinationCore SkillsStrong proficiency in:Microsoft ExcelOutlookWordTeamsOneDriveCRM experience (Aspire experience is a plus)Strong written communication skillsAbility to maintain high operational accuracyComfortable working independently in remote environmentsNice to HaveExperience with:AspireAzugaBackground in:ConstructionLandscapingField service businessesOperations-heavy environmentsExperience with:Payroll coordinationJob costingAccounts receivable follow-upsWhat a Typical Day Looks LikeUpdate CRM and operational recordsProcess invoices and monitor paymentsReview schedules and job progressRespond to client communication and follow-upsSupport leadership with operational coordinationPrepare reports and maintain documentationIdentify and resolve operational inconsistenciesIn short: You help keep the business organized, operationally efficient, and running accurately day-to-day.Key Metrics (KPIs)CRM and operational data accuracyError-free invoicing and billingScheduling accuracy and clean time trackingZero missed client follow-upsProactive operational issue identificationLeadership confidence in operational reliabilityOperational Environment (Important)This role is:Execution-heavySystems-drivenDetail-criticalYou will have:Clear workflowsDefined expectationsDirect access to leadershipYou are responsible for:AccuracyConsistencyFollow-throughOperational reliabilityWhy This Role Stands OutHigh operational ownershipDirect impact on daily business performanceClear expectations and structureOpportunity to grow into:Operations ManagerExecutive OperationsChief of Staff-style responsibilitiesFully remote environment with long-term growth potentialInterview ProcessInitial Screen