# Business Operations Coordinator

**Company:** [Pavago](http://jobs.workable.com/companies/oLah2TugS95w5whXCdpTG3.md)
**Location:** Remote
**Workplace:** remote
**Department:** Candidate Sourcing

[Apply for this job](http://jobs.workable.com/view/0f429ce0-4e64-4d10-98a1-d70597f06637)

## Description

### **Business Operations Coordinator (CRM, Billing, Scheduling, Excel) – Remote | EST Hours**

**Position Type:** Full-Time, Remote  
**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.