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 RoleWe’re hiring a Business Operations Coordinator to own the day-to-day execution layer of the business — across systems, billing, scheduling, and client coordination.This is a hands-on, execution-focused role. You will not be managing strategy — you will be ensuring:Data is accurateInvoices are correctSchedules are cleanNothing falls through the cracksIf you’re someone who thrives on: 👉 structure, organization, and getting things right the first timeThis role is a strong fit.What You’ll OwnCore Operations ExecutionMaintain daily workflows across operationsSupport the Owner with execution-heavy tasksIdentify inefficiencies and flag issues earlySystems & Data Management (Critical)Maintain CRM and operational systems with clean, accurate dataManage records across:Excel / Google SheetsOneDriveCompanyCamEnsure consistency across systems to avoid:Billing errorsReporting issuesOperational gapsInvoicing & Billing CoordinationProcess invoices accurately based on completed workTrack and follow up on outstanding paymentsMaintain clean AR recordsCoordinate with accounting for documentation and reconciliationCrew Scheduling & Job TrackingMonitor schedules using:AspireAzugaIdentify:Scheduling conflictsTime discrepanciesJob delaysEnsure accurate time tracking for:PayrollJob costingLead & Client Pipeline ManagementManage inbound leads and client communicationUpdate CRM consistently (no stale pipelines)Track follow-ups and ensure zero missed responsesReporting, Documentation & ResearchPrepare:ReportsProposalsRFP responsesConduct:Vendor researchPricing comparisonsContract researchMaintain organized documentationCommunication & Admin SupportManage Owner’s:EmailMicrosoft Teams communicationRespond to routine itemsEscalate priority issues quicklyKeep communication organized and structuredWhat Makes You a Strong FitYou are detail-obsessed — errors bother youYou thrive in structured, system-driven environmentsYou don’t wait for instructions — you take ownershipYou can manage multiple workflows without losing accuracyRequired Experience & SkillsExperience in:Operations coordinationAdmin supportBilling / invoicingStrong proficiency in:Microsoft ExcelOutlookWordTeamsOneDriveCRM experience (any system; Aspire is a plus)Strong written communication (email-heavy role)Nice to Have (High-Quality Candidates)Experience with:AspireAzugaBackground in:Field service businessesConstruction / landscaping / operations-heavy industriesExperience with:Payroll coordinationJob costingAR follow-upsWhat a Typical Day Looks LikeUpdate CRM and operational recordsProcess invoices and track paymentsMonitor schedules and job progressRespond to client inquiries and manage follow-upsSupport Owner with admin and operational tasksPrepare reports and maintain documentationIn short: You ensure the business runs clean, organized, and error-free.Key Metrics (KPIs)CRM and system accuracy (no outdated data)Error-free invoicing and billingClean scheduling and time trackingZero missed client follow-upsProactive issue identificationLeadership confidence in operational reliabilityOperational Environment (Important)This role is:Execution-heavySystems-drivenDetail-criticalYou will have:Clear workflowsDirect access to the OwnerDefined expectationsYou are responsible for:AccuracyConsistencyFollow-throughWhy This Role Stands OutHigh ownership across operationsDirect impact on business performanceClear expectations (no ambiguity)Opportunity to grow into Operations Manager / Chief of Staff-type roleInterview ProcessInitial Screening CallOperations / Systems-Focused InterviewPractical Task (workflow or scenario)Final InterviewInternal Review & OfferApply NowIf you:Are extremely organizedCare about accuracy and systemsCan manage multiple moving parts without dropping detailsThis role is a strong fit.Originally posted on Himalayas