# 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/5d024ac9-a80c-42f6-ae4e-086f58bd1c88)

## Description

### **Business Operations Coordinator (CRM, Billing, Scheduling & Operations)**

**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, workforce coordination, client communication, and administrative workflows.

This is a highly execution-focused operations role—not a strategy or leadership position.

Your responsibility is to ensure:

-   Operational data remains accurate
-   Invoices are processed correctly and on time
-   Schedules stay organized
-   Client follow-ups never get missed
-   Workflows run smoothly day-to-day

This role is ideal for someone who thrives in structured environments, systems-driven work, detail-heavy coordination, and process management.

If you enjoy operational execution, organization, and maintaining accuracy across multiple 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 accountability and follow-through

### **CRM & Data Management**

-   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 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 teams on reconciliations and supporting 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 no stale records
-   Track follow-ups and ensure timely client responses
-   Coordinate communication between teams and clients

### **Reporting, Documentation & Research**

-   Prepare:

-   Reports
-   Proposals
-   RFP responses
-   Operational summaries

-   Conduct:

-   Vendor research
-   Pricing comparisons
-   Contract and operational research

-   Maintain clean, organized, and accessible documentation systems

### **Administrative & Communication Support**

-   Support:

-   Executive communication
-   Microsoft Teams workflows
-   Scheduling coordination
-   Operational follow-ups

-   Respond professionally to routine operational communication
-   Escalate urgent operational matters quickly and accurately
-   Keep communication organized, actionable, and documented

### **Requirements**

### **Must-Have Experience**

-   Experience in:

-   Operations Coordination
-   Administrative Support
-   Billing or Invoicing
-   Scheduling or Workflow Coordination
-   Operations-heavy environments

-   Strong proficiency with:

-   Microsoft Excel
-   Outlook
-   Word
-   Teams
-   OneDrive

-   Experience using CRM systems
-   Strong written English communication skills
-   High attention to detail and operational accuracy
-   Ability to work independently in a remote environment

### **Nice-to-Have Experience**

-   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 Makes You a Strong Fit**

-   Extremely detail-oriented and process-driven
-   Comfortable working within structured operational systems
-   Strong follow-through and accountability
-   Able to manage multiple workflows simultaneously
-   Calm and organized under pressure
-   Proactive in identifying and resolving operational issues
-   Strong communicator with operational discipline

### **What a Typical Day Looks Like**

-   Update CRM and operational records
-   Process invoices and monitor payments
-   Review schedules and job progress
-   Respond to client communications 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**

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.