Business Operations Coordinator

Business Operations Coordinator – CRM, Billing, Scheduling & Excel | RemotePosition Type: Full-Time, Remote Working Hours: U.S. Business Hours – EST RequiredAbout 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 management, billing and invoicing, scheduling, client communication, data management, and administrative workflows.This is a hands-on, execution-focused role, not a strategy or leadership position.You’ll be responsible for keeping operational systems accurate, invoices moving, schedules organized, records up to date, and client follow-ups on track.If you’re highly organized, detail-oriented, comfortable working across multiple systems, and enjoy making sure nothing falls through the cracks, this role is a strong fit.What You’ll OwnCRM & Data Management – Critical Maintain clean, accurate, and up-to-date CRM records Manage operational data across: Excel / Google Sheets OneDrive CompanyCam CRM systems Ensure information remains consistent across systems Identify and correct discrepancies before they create billing or reporting issues Maintain organized digital records and documentation Keep pipelines current with no stale records or missed follow-ups Billing, Invoicing & Accounts Receivable Prepare and process invoices accurately and on time Ensure billing aligns with completed work and operational records Track outstanding balances and payment statuses Follow up on accounts receivable when needed Coordinate with accounting on reconciliations and supporting documentation Maintain accurate and organized billing records Identify discrepancies and resolve or escalate them promptly Scheduling & Job Tracking Coordinate crew and job schedules using systems such as Aspire and Azuga Monitor active jobs, schedules, and operational workflows Identify scheduling conflicts, job delays, and time discrepancies Maintain accurate time-tracking records Support accurate data for: Payroll processing Job costing Operational reporting Communicate scheduling changes to the appropriate stakeholders Client & Lead Coordination Manage inbound client inquiries and routine communication Track leads, clients, and follow-up activity within the CRM Ensure inquiries receive timely responses Coordinate follow-ups so opportunities and client requests aren’t missed Maintain clear notes and communication history Escalate urgent client matters appropriately Reporting, Documentation & Research Prepare operational reports and summaries Assist with proposals and RFP responses Conduct vendor and pricing research Support contract and operational research Maintain structured documentation and shared files Compile accurate information for leadership decision-making Administrative & Executive Support Support leadership with execution-heavy operational responsibilities Assist with executive email and communication workflows Coordinate meetings and scheduling Manage communication through Microsoft Outlook and Teams Keep action items organized and ensure follow-through Identify process gaps or inconsistencies proactively Escalate time-sensitive matters quickly and accurately Must-Have Experience & Skills Previous experience in one or more of the following: Operations coordination Administrative support Billing and invoicing Scheduling Workflow coordination Strong proficiency with: Microsoft Excel Outlook Word Teams OneDrive Experience working with CRM systems Strong spreadsheet and data-management skills Excellent written English communication High attention to detail and accuracy Ability to manage multiple workflows and deadlines simultaneously Strong organizational and follow-through skills Comfortable working independently in a remote environment Availability to work U.S. EST business hours Nice to Have Experience with Aspire Experience with Azuga Familiarity with CompanyCam Experience in: Construction Landscaping Field services Operations-heavy service businesses Experience coordinating payroll or employee time tracking Understanding of job costing Accounts receivable and payment follow-up experience Experience preparing proposals or RFP responses Tools & TechMicrosoft Excel | Outlook | Word | Teams | OneDrive | Aspire | Azuga | CompanyCam | CRM Systems | Google SheetsWhat Makes You a Strong Fit You’re extremely organized and detail-oriented You care about getting information right the first time You naturally notice missing information, inconsistencies, and unfinished tasks You’re comfortable working inside structured systems and processes You can manage several operational workflows without dropping details You proactively follow up instead of waiting to be reminded You remain calm and organized when priorities shift You take ownership of execution and follow-through What a Typical Day Looks LikeYou may start your day reviewing schedules and active jobs, checking for time discrepancies or operational issues, and updatin