Business Operations Coordinator (CRM, Billing, Scheduling & Operations) – Remote | EST
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 highly organized and execution-focused Business Operations Coordinator to keep daily operations accurate, organized, and moving forward.
You’ll work directly with the Owner and support critical workflows across:
CRM and data management
Billing and invoicing
Crew scheduling and job tracking
Client communication and follow-ups
Administrative coordination
Reporting and documentation
This is not a strategic management role . It’s a hands-on operations position for someone who enjoys managing details, keeping systems clean, following through on open items, and solving problems before they create bigger issues.
If you’re organized, responsive, systems-oriented, and naturally notice when something doesn’t add up, this could be a strong fit.
What You’ll Own
CRM & Operational Data Management
Maintain accurate and up-to-date CRM records
Update client, lead, job, scheduling, and operational information
Manage data and documentation across:
Microsoft Excel
OneDrive
CompanyCam
CRM and internal systems
Identify missing, duplicate, outdated, or inconsistent information
Keep operational records clean, current, and organized
Ensure data accuracy to prevent downstream billing, scheduling, and reporting issues
Billing, Invoicing & Accounts Receivable
Prepare and process invoices accurately and on time
Verify billing against completed work and time records
Track outstanding invoices and payment statuses
Follow up on accounts receivable items as needed
Coordinate with accounting teams on documentation and reconciliations
Identify and resolve billing or reporting discrepancies
Help ensure accurate information for payroll and job costing
Crew Scheduling & Job Tracking
Monitor crew schedules, assignments, and active jobs
Work within Aspire, Azuga, or similar operational platforms
Identify:
Scheduling conflicts
Attendance issues
Time discrepancies
Job delays
Missing operational information
Maintain accurate time entries and logs for payroll and job costing
Coordinate updates between field crews, management, and operational systems
Client & Lead Coordination
Manage inbound leads and client communication on behalf of the Owner
Keep CRM pipelines accurate and current
Track inquiries, requests, opportunities, and next steps
Ensure follow-ups happen consistently and on time
Prevent leads and client requests from becoming stale or overlooked
Communicate professionally with clients, vendors, and other stakeholders
Executive & Administrative Support
Help organize the Owner’s email inbox and communication
Support Microsoft Teams workflows and daily coordination
Respond to routine communication when appropriate
Flag and escalate priority items quickly
Track administrative requests and follow-ups through completion
Help the Owner stay organized across day-to-day operational priorities
Reporting, Documentation & Research
Prepare:
Operational reports
Summaries
Proposals
RFP responses
Conduct vendor and pricing research
Assist with operational analysis and comparisons
Maintain organized internal and external documentation
Support operational tracking and reporting initiatives
What Makes You a Strong Fit
You:
Are highly organized with exceptional attention to detail
Take ownership instead of waiting for repeated instructions
Have strong operational follow-through
Are comfortable working across multiple systems simultaneously
Can quickly identify discrepancies and missing information
Communicate clearly and professionally
Stay organized when priorities change
Can work independently with minimal supervision
Enjoy execution-heavy, process-driven work
Required Experience & Skills
Previous experience in:
Operations coordination
Administrative support
Business operations
Billing/invoicing
Scheduling or workflow coordination
Strong proficiency…