Business Operations Coordinator

Business Operations Coordinator (Operations, Billing & Workflow Coordination) 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 support the day-to-day execution of business operations across CRM management, billing, scheduling, crew coordination, client communication, and administrative workflows.

This is a highly execution-focused role where success comes from maintaining operational accuracy, keeping systems organized, and ensuring nothing falls through the cracks. You’ll work directly with the Owner to support daily operations, manage multiple workflows, and help the business run efficiently through strong organization and follow-through.

If you’re detail-oriented, systems-driven, and enjoy bringing structure to fast-moving environments, this role is an excellent fit. What You’ll Own Operational Coordination

Support daily operational workflows to ensure smooth business performance.

Assist the Owner with administrative coordination and operational execution.

Monitor workflows and proactively identify operational gaps or inefficiencies.

Ensure tasks and updates are completed accurately and on time.

CRM & Data Management

Maintain accurate records within CRM systems, including client information, job data, and scheduling details.

Organize digital files across

Microsoft Excel

OneDrive

CompanyCam

Internal systems

Maintain clean, organized, and accurate operational data.

Prevent discrepancies that may impact reporting, scheduling, or billing.

Billing & Invoicing

Process invoices accurately and on schedule.

Verify billing aligns with completed work and operational records.

Monitor accounts receivable and follow up on outstanding balances.

Coordinate with accounting to maintain organized financial documentation.

Crew Scheduling & Job Tracking

Monitor schedules and job progress using

Aspire

Azuga

Identify scheduling conflicts, time discrepancies, and job delays.

Review daily time entries for payroll processing and job costing accuracy.

Support efficient coordination between field teams and office operations.

Client & Lead Coordination

Manage inbound client inquiries on behalf of the Owner.

Maintain organized CRM pipelines and follow-up activities.

Ensure all client requests receive timely responses.

Support professional communication throughout the client lifecycle.

Reporting & Administrative Support

Prepare

Reports

Proposals

Responses to Requests for Proposals (RFPs)

Conduct

Vendor research

Pricing comparisons

Municipal contract research

Maintain organized documentation for operational and client use.

Communication Management

Organize and manage the Owner’s email and Microsoft Teams communications.

Respond to routine inquiries while escalating priority matters appropriately.

Maintain organized, professional communication across all channels.

What Makes You a Strong Fit

Highly organized with exceptional attention to detail.

Systems-oriented and process-driven.

Reliable with excellent follow-through.

Comfortable managing multiple operational workflows simultaneously.

Strong written communication skills.

Proactive in identifying issues before they become problems.

Able to work independently with minimal supervision.

Required Experience & Skills Experience

Experience in

Business Operations

Administrative Support

Billing

Invoicing

Operations Coordination

Technical Skills

Strong proficiency with

Microsoft Excel

Outlook

Word

Teams

OneDrive

Experience using CRM systems.

Aspire experience is a plus but not required.

Comfortable working across multiple operational platforms simultaneously.

Communication

Excellent written English communication.

Professional email management skills.

Strong organizational and time-management abilities.

Ability to maintain operational accuracy in fast-paced environments.

Nice-to-Have

Experience supporting

Construction

Landscaping

Home services

Field service businesses

Familiarity with

Aspire

Azuga

Experience with

Payroll coordination

Job costing

Accounts receivable

Vendor management

Proposal preparation

What a Typical Day Looks Like

Review schedules and operational updates.

Process invoices and monitor payment workflows.

Update CRM records and maintain operational data.

Coordinate with crews, clients, and leadership.

Review time tracking for payroll accuracy.

Respond to emails and manage operational follow-ups.

Prepare reports and maintain organized documentation.

In short: You keep business operations organized, accurate, and running efficiently by ensuring systems, schedules, billing, and communication remain reliable every day. Key Metrics for Success (KPIs)

Accurate and up-to-date CRM records.

Error-free invoice processing.

Accurate payroll time tracking.

Zero missed client follow-ups.

Timely identification of scheduling or operational issues.

Leadership confidence in operational reliability.

Why Join Us?

Work directly with business leadership.

Play a critical role in daily operational success.

High ownership across business operations and workflow coordination.

Structured remote work environment with clear expectations.

Opportunity to grow into

Operations Manager

Executive Operations Coordinator

Business Operations Manager

Chief of Staff