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

At Pavago, one of our clients is hiring a Business Operations Coordinator to manage the day-to-day operational execution of the business across:

  • CRM management
  • Billing and invoicing
  • Scheduling and workforce coordination
  • Client communication
  • Administrative workflows

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

Your responsibility is to ensure:

  • Data stays accurate
  • Invoices are processed correctly
  • Schedules stay organized
  • Client follow-ups never get missed
  • Operations run smoothly day-to-day

If you thrive in:

  • Structured environments
  • Detail-heavy operational work
  • Systems and process management

This role is a strong fit.

What You’ll Own

Core Operations Execution

  • Maintain daily operational workflows across the business
  • Support leadership with execution-heavy operational tasks
  • Identify inefficiencies or process gaps proactively
  • Ensure operational consistency and follow-through

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 issues
    • 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 on reconciliations and documentation
  • Ensure billing aligns correctly with completed work

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
  • Help maintain operational efficiency across active jobs

Lead & Client Coordination

  • Manage inbound client inquiries and communication
  • Maintain updated CRM pipelines with zero stale records
  • Track follow-ups and ensure timely responses
  • Support client coordination and operational communication

Reporting, Documentation & Research

  • Prepare:
    • Reports
    • Proposals
    • RFP responses
  • Conduct:
    • Vendor research
    • Pricing comparisons
    • Contract and operational research
  • Maintain structured, organized documentation systems

Administrative & Communication Support

  • Help manage:
    • Executive email communication
    • Microsoft Teams workflows
    • Scheduling coordination
  • Respond to routine operational communication
  • Escalate urgent matters quickly and accurately
  • Keep communication organized and actionable

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 follow-ups never get missed
  • Leadership has confidence in operational execution and reliability

What Makes You a Strong Fit

  • Extremely detail-oriented and organized
  • Comfortable in structured, systems-driven environments
  • Proactive and ownership-focused
  • Able to manage multiple workflows simultaneously
  • Strong operational follow-through and accountability
  • Calm and organized under pressure

Requirements (Must-Have)

Experience

  • Experience in:
    • Operations coordination
    • Administrative support
    • Billing or invoicing
    • Scheduling or workflow coordination

Core Skills

  • Strong proficiency in:
    • Microsoft Excel
    • Outlook
    • Word
    • Teams
    • OneDrive
  • CRM experience (Aspire experience is a plus)
  • Strong written communication skills
  • Ability to maintain high operational accuracy
  • Comfortable working independently in remote environments

Nice to Have

  • Experience with:
    • Aspire
    • Azuga
  • Background in:
    • Construction
    • Landscaping
    • Field service businesses
    • Operations-heavy environments
  • 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 follow-ups
  • Support leadership with operational coordination
  • Prepare reports and maintain documentation
  • Identify and resolve operational inconsistencies

In short:
You help keep the business organized, operationally efficient, and running accurately day-to-day.

Key Metrics (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

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
  • Direct impact on daily business performance
  • Clear expectations and structure
  • Opportunity to grow into:
    • Operations Manager
    • Executive Operations
    • Chief of Staff-style responsibilities
  • Fully remote environment 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 accuracy and follow-through
  • Can manage multiple moving parts without dropping details
  • Enjoy operational execution and process coordination

This is a strong opportunity to step into a high-impact operations role.