Business Operations Coordinator

Working Hours: U.S. Business Hours (EST Required)

About the Role

We’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 accurate
• Invoices are correct
• Schedules are clean
• Nothing falls through the cracks

If you’re someone who thrives on

• 👉 structure, organization, and getting things right the first time
• This role is a strong fit.

What You’ll Own

Core Operations Execution

• Maintain daily workflows across operations
• Support the Owner with execution-heavy tasks
• Identify inefficiencies and flag issues early

Systems & Data Management (Critical)

Maintain CRM and operational systems with clean, accurate data

Manage records across

Excel / Google Sheets

OneDrive

CompanyCam

Ensure consistency across systems to avoid

• Billing errors
• Reporting issues
• Operational gaps

Invoicing & Billing Coordination

• Process invoices accurately based on completed work
• Track and follow up on outstanding payments
• Maintain clean AR records
• Coordinate with accounting for documentation and reconciliation

Crew Scheduling & Job Tracking

Monitor schedules using

Aspire

Azuga

Identify

• Scheduling conflicts
• Time discrepancies
• Job delays

Ensure accurate time tracking for

Payroll

Job costing

Lead & Client Pipeline Management

• Manage inbound leads and client communication
• Update CRM consistently (no stale pipelines)
• Track follow-ups and ensure zero missed responses

Reporting, Documentation & Research

Prepare

Reports

Proposals

RFP responses

Conduct

• Vendor research
• Pricing comparisons
• Contract research
• Maintain organized documentation

Communication & Admin Support

Manage Owner’s

Email

• Microsoft Teams communication
• Respond to routine items
• Escalate priority issues quickly
• Keep communication organized and structured

What Makes You a Strong Fit

• You are detail-obsessed — errors bother you
• You thrive in structured, system-driven environments
• You don’t wait for instructions — you take ownership
• You can manage multiple workflows without losing accuracy

Required Experience & Skills

Experience in

• Operations coordination
• Admin support
• Billing / invoicing

Strong proficiency in

Microsoft Excel

Outlook

Word

Teams

OneDrive

• CRM experience (any system; Aspire is a plus)
• Strong written communication (email-heavy role)

Nice to Have (High-Quality Candidates)

Experience with

Aspire

Azuga

Background in

• Field service businesses
• Construction / landscaping / operations-heavy industries

Experience with

• Payroll coordination
• Job costing
• AR follow-ups

What a Typical Day Looks Like

• Update CRM and operational records
• Process invoices and track payments
• Monitor schedules and job progress
• Respond to client inquiries and manage follow-ups
• Support Owner with admin and operational tasks
• Prepare reports and maintain documentation

In 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 billing
• Clean scheduling and time tracking
• Zero missed client follow-ups
• Proactive issue identification
• Leadership confidence in operational reliability

Operational Environment (Important)

This role is

Execution-heavy

Systems-driven

Detail-critical

You will have

• Clear workflows
• Direct access to the Owner
• Defined expectations

You are responsible for

Accuracy

Consistency

Follow-through

Why This Role Stands Out

• High ownership across operations
• Direct impact on business performance
• Clear expectations (no ambiguity)
• Opportunity to grow into Operations Manager / Chief of Staff-type role

Interview Process

Initial Screening Call

Operations / Systems-Focused Interview

Practical Task (workflow or scenario)

Final Interview

Internal Review & Offer

Apply Now

If you

Are extremely organized

Care about accuracy and systems

Can manage multiple moving parts without dropping details

This role is a strong fit.

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