Job Description

📊 Business Operations Coordinator (CRM, Billing, Scheduling & Operations) – Remote | EST Hours

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 manage day-to-day operational execution across:

• CRM management
• billing and invoicing
• scheduling and workforce coordination
• client communication
• administrative workflows

This is a highly execution-focused operations role — not a strategy or leadership position.

Your responsibility is to ensure:

• operational data stays accurate
• invoices are processed correctly
• schedules remain organized
• client follow-ups never get missed
• workflows operate smoothly day-to-day

This role is ideal for someone who thrives in:

• structured environments
• systems-driven work
• detail-heavy operational coordination
• process management and follow-through

If you enjoy operational execution, organization, and maintaining accuracy across moving parts — this role is a strong fit.

🔥 What You’ll Own

Core Operations Execution

• Maintain daily operational workflows across the business
• Support leadership with execution-focused operational tasks
• Ensure consistency across systems, workflows, and documentation
• Identify operational inefficiencies and process gaps proactively
• Maintain strong operational follow-through and accountability

CRM & Data Management (Critical)

• Maintain clean and accurate CRM records
• Manage operational data across:
• Excel / Google Sheets
• OneDrive
• CompanyCam
• CRM systems
• Ensure consistency across systems to prevent:
• billing discrepancies
• reporting errors
• operational gaps
• Maintain organized digital records and operational documentation

Invoicing & Billing Coordination

• Process invoices accurately and on time
• Track outstanding balances and payment follow-ups
• Maintain organized accounts receivable records
• Coordinate with accounting on reconciliations and documentation
• Ensure billing aligns properly with completed work and schedules

Crew Scheduling & Job Tracking

• Monitor schedules and operational workflows using:
• Aspire
• Azuga
• Identify:
• scheduling conflicts
• time discrepancies
• job delays
• Ensure accurate time tracking for:
• payroll processing
• job costing
• Support operational efficiency across active projects and crews

Lead & Client Coordination

• Manage inbound client inquiries and operational communication
• Maintain updated CRM pipelines with zero stale records
• Track follow-ups and ensure timely client responses
• Support operational coordination between teams and clients

Reporting, Documentation & Research

• Prepare:
• reports
• proposals
• RFP responses
• operational summaries
• Conduct:
• vendor research
• pricing comparisons
• operational and contract research
• Maintain clean, structured, and accessible documentation systems

Administrative & Communication Support

• Help manage:
• executive communication
• Microsoft Teams workflows
• scheduling coordination
• operational follow-ups
• Respond to routine operational communication professionally
• Escalate urgent operational matters quickly and accurately
• Keep communication organized, actionable, and well-documented

📊 What Success Looks Like

• CRM and operational systems remain clean and accurate
• Invoices are processed correctly and on time
• Schedules stay organized without operational conflicts
• Client communication and follow-ups are handled consistently
• Leadership has confidence in operational reliability and execution
• Operational workflows run smoothly with minimal errors or bottlenecks

🧠 What Makes You a Strong Fit

• Extremely detail-oriented and process-driven
• Comfortable working inside structured operational systems
• Strong follow-through and accountability mindset
• Able to manage multiple workflows simultaneously
• Calm and organized under pressure
• Proactive in identifying and resolving operational issues
• Strong communicator with operational discipline

✅ Must-Have Requirements

Experience

• Experience in:
• operations coordination
• administrative support
• billing or invoicing
• scheduling or workflow coordination
• operations-heavy environments

Core Skills

• Strong proficiency with:
• Microsoft Excel
• Outlook
• Word
• Teams
• OneDrive
• Experience using CRM systems
• Strong written English communication skills
• High operational accuracy and attention to detail
• Ability to work independently in a remote environment

⭐ Nice to Have

• Experience with:
• Aspire
• Azuga
• CompanyCam
• Background in:
• construction
• landscaping
• field service businesses
• operations-heavy industries
• Experience with:
• payroll coordination
• job costing
• accounts receivable follow-ups

📅 What a Typical Day Looks Like

• Update CRM and operational records
• Process invoices and monitor payments
• Review schedules and job progress
• Respond to client communication and operational follow-ups
• Support leadership with operational coordination
• Prepare reports and maintain documentation
• Identify and resolve operational inconsistencies proactively

In short:
You help keep the business organized, operationally efficient, and running accurately day-to-day.

📈 Key Metrics for Success (KPIs)

• CRM and operational data accuracy
• Error-free invoicing and billing
• Scheduling accuracy and clean time tracking
• Zero missed client follow-ups
• Proactive operational issue identification
• Leadership confidence in operational reliability
• Consistency and timeliness of operational execution

⚙️ Operational Environment (Important)

This role is:

• execution-heavy
• systems-driven
• detail-critical

You will have:

• clear workflows
• defined expectations
• direct access to leadership

You are responsible for:

• accuracy
• consistency
• follow-through
• operational reliability

🌟 Why This Role Stands Out

• High operational ownership and visibility
• Direct impact on daily business performance
• Structured workflows and measurable expectations
• Opportunity to grow into:
• Operations Manager
• Executive Operations Lead
• Chief of Staff-style responsibilities
• Fully remote role with long-term growth potential

🧪 Interview Process

• Initial Screening Call
• Operations / Systems-Focused Interview
• Practical Workflow or Scenario Task
• Final Interview
• Internal Review & Offer

👉 Apply Now

If you:

• are highly organized and systems-oriented
• care deeply about operational accuracy and follow-through
• can manage multiple moving parts without missing details
• enjoy execution-heavy operational coordination

this is a strong opportunity to step into a high-impact operations role.