Business Operations Coordinator

Description Business Operations Coordinator

Operations Coordination | CRM Management | Billing | Scheduling Position Type:

Full-Time, Remote Working Hours:

U.S. Business Hours

About the Role

At Pavago, one of our clients is hiring a highly organized and execution-focused

Business Operations Coordinator

to support daily operations across scheduling, billing, CRM management, crew coordination, and administrative workflows. This is a hands-on operational support role designed for someone who thrives in structured environments, values accuracy, and takes ownership of keeping systems organized, workflows efficient, and operations running smoothly. Working closely with the Owner, you'll coordinate multiple operational functions including business administration, field operations, invoicing, scheduling, and client communication. This is not a strategic management role. Success comes from reliability, consistency, responsiveness, and operational excellence. If you're detail-oriented, systems-minded, and enjoy keeping businesses running efficiently behind the scenes, this role is a great fit.

What You'll Own

Core Operational Execution

Support day-to-day operational workflows to ensure smooth business performance. Assist the Owner with administrative coordination and operational execution. Monitor workflows and proactively identify operational bottlenecks. Ensure tasks, updates, and records are completed accurately and on time.

Systems & Data Management

Maintain accurate records within CRM systems, including: Client information Scheduling details Job records Organize and manage files across: Microsoft Excel OneDrive CompanyCam Internal business systems Ensure operational data remains accurate, structured, and up to date. Prevent discrepancies affecting reporting, scheduling, billing, or payroll.

Invoicing & Billing Coordination

Process invoices accurately and on time. Verify billing aligns with completed work and operational records. Monitor accounts receivable and assist with payment follow-ups. Coordinate with accounting to maintain organized financial documentation. Ensure invoices and supporting documentation remain complete and accurate.

Crew Scheduling & Job Tracking

Monitor crew schedules and job progress using platforms such as: Aspire Azuga Similar operational software Identify scheduling conflicts, delays, or workflow issues proactively. Review daily time entries to support payroll and job costing accuracy. Coordinate communication between field crews and office operations.

Lead & Client Pipeline Management

Manage inbound leads and client communication. Maintain accurate CRM pipelines and follow-up schedules. Ensure no customer inquiry or follow-up is overlooked. Deliver professional and timely communication throughout the client journey.

Documentation, Reporting & Research

Prepare: Reports Proposals Responses to Requests for Proposals (RFPs) Conduct: Vendor research Pricing comparisons Municipal contract research Organize operational documentation and reporting. Support leadership with workflow visibility and operational reporting.

Communication & Administrative Support

Manage the Owner's: Email inbox Microsoft Teams communication Operational correspondence Respond to routine communication while escalating urgent matters appropriately. Keep communication organized, responsive, and actionable.

Requirements

Must-Have Qualifications

Experience

Proven experience in: Operations Coordination Administrative Support Billing Invoicing Business Operations Experience working across multiple business systems simultaneously. Technical Skills

Advanced proficiency with: Microsoft Excel Outlook Word Teams OneDrive Experience using CRM systems (Aspire experience is a plus). Strong written communication and professional email management skills. Excellent attention to detail and organizational abilities. Ability to work independently in a remote environment.

Nice-to-Have

Experience supporting: Field Operations Service Businesses Crew-Based Organizations Familiarity with: Scheduling Payroll Coordination Job Costing Experience with: Municipal contracts Vendor management Proposal preparation Experience maintaining operational dashboards and workflow trackers. Background in: Construction Landscaping Home Services Operations-intensive businesses

What Makes You a Strong Fit

Highly organized and systems-oriented. Exceptional attention to detail. Reliable and proactive self-starter. Comfortable managing multiple priorities simultaneously. Strong written communication skills. Calm and solutions-focused under pressure. Accountable with excellent follow-through.

What a Typical Day Looks Like

Review crew schedules, job progress, and operational updates. Process invoices and monitor accounts receivable. Update CRM records and maintain pipel