Business Operations Coordinator

📊 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.