About The Role

📊 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

Business Operations Coordinator