Business Operations Coordinator

• Business Operations Coordinator – CRM, Billing & Scheduling
• Full-Time | Remote | U.S. Business Hours (EST)

About the Role

• At Pavago, one of our clients is hiring a highly organized Business Operations Coordinator to keep day-to-day operations running accurately and efficiently.
• This is a hands-on, execution-focused role covering CRM management, billing, scheduling, client communication, workforce coordination, and administrative operations .
• You’ll be responsible for making sure data stays accurate, invoices go out correctly, schedules remain organized, and no important follow-up falls through the cracks.

What You’ll Do

CRM & Operations Management

• Maintain accurate and up-to-date CRM and operational records
• Manage data across Excel, Google Sheets, OneDrive, CompanyCam, and CRM systems
• Keep documentation, workflows, and digital records organized
• Identify discrepancies or process gaps before they create operational issues

Billing & Invoicing

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

Scheduling & Job Coordination

• Monitor crew schedules, active jobs, and operational workflows
• Work with platforms such as Aspire and Azuga
• Identify scheduling conflicts, time discrepancies, and job delays
• Maintain accurate time tracking for payroll and job costing
• Coordinate updates between field teams and internal stakeholders

Client & Administrative Support

• Manage inbound client inquiries and follow-ups
• Keep CRM pipelines current with no stale records
• Support executive communication, scheduling, and Microsoft Teams workflows
• Escalate urgent operational matters appropriately
• Ensure communication remains professional, documented, and actionable

Reporting & Documentation

• Prepare reports, proposals, RFP responses, and operational summaries
• Conduct vendor, pricing, contract, and operational research
• Maintain clear and accessible documentation
• Support leadership with day-to-day operational execution

What We’re Looking For

• Experience in operations coordination, administrative support, billing/invoicing, scheduling, or workflow management
• Strong proficiency with Excel, Outlook, Word, Teams, and OneDrive
• Experience working with CRM systems
• Excellent attention to detail and data accuracy
• Strong written English communication
• Ability to manage multiple priorities and follow-ups simultaneously
• Proactive, dependable, and comfortable working independently
• Availability during EST business hours

Nice to Have

• Experience with Aspire, Azuga, or CompanyCam
• Construction, landscaping, home services, or field-service experience
• Payroll coordination or time-tracking experience
• Job costing knowledge
• Accounts receivable and payment follow-up experience

What Success Looks Like

• Accurate CRM and operational data
• Timely, error-free invoicing
• Organized schedules and accurate time tracking
• No missed client follow-ups
• Clean and reliable documentation
• Operational issues identified and resolved proactively
• Leadership can confidently rely on your execution and follow-through

Why Join?

• Fully remote opportunity
• High ownership over daily business operations
• Direct collaboration with leadership
• Clear workflows and measurable expectations
• Exposure to billing, CRM, scheduling, and field operations
• Growth opportunities into Operations Manager, Executive Operations, or Chief of Staff-style roles

Interview Process

• Initial Application Review
• Spark Hire Intro Video
• Operations & Systems Interview
• Practical Workflow / Scenario Exercise
• Final Client Interview
• Offer & Onboarding

What Happens After You Apply

Qualified candidates will receive a Spark Hire invitation to complete a short Intro Video. This helps the hiring team learn more about your communication skills, operations experience, and ability to manage detail-heavy workflows.

Please check your inbox and spam/junk folder for the invitation.

Apply Now

If you’re highly organized, systems-oriented, and experienced in CRM management, billing, scheduling, and operational coordination , we’d love to hear from you.
#BusinessOperations #OperationsCoordinator #CRM #Billing #Scheduling #AdministrativeSupport #FieldServices #OperationsJobs #RemoteJobs #ESTJobs #Pavago