Business Operations Coordinator
CRM Management | Billing & Invoicing | Scheduling | Business Operations | Remote
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, client communication, and administrative workflows.
This is a highly execution-focused role where you’ll ensure operational systems remain accurate, invoices are processed on time, schedules stay organized, and client follow-ups never fall through the cracks.
If you’re highly organized, detail-oriented, and enjoy working with systems and structured processes, this is an excellent opportunity to make a direct impact on daily business operations.
What You’ll Own
Operations Coordination
Manage daily operational workflows and administrative processes.
Support leadership with execution-focused operational tasks.
Monitor workflows and proactively identify process improvements.
Ensure consistency, accuracy, and accountability across daily operations.
CRM & Data Management
Maintain accurate and organized CRM records.
Manage operational data across:
CRM platforms
Microsoft Excel
Google Sheets
OneDrive
CompanyCam
Ensure consistency across systems to prevent billing errors, reporting issues, and operational gaps.
Maintain organized digital documentation and business records.
Billing & Invoicing
Prepare and process invoices accurately and on time.
Track outstanding balances and payment follow-ups.
Maintain organized accounts receivable records.
Coordinate with accounting regarding reconciliations and supporting documentation.
Ensure billing aligns accurately with completed work.
Scheduling & Workforce Coordination
Monitor schedules and operational workflows using systems such as Aspire and Azuga.
Identify scheduling conflicts, job delays, and time discrepancies.
Maintain accurate time tracking for payroll and job costing.
Support efficient scheduling across active projects and field teams.
Client & Operational Support
Respond to inbound client inquiries professionally.
Maintain clean CRM pipelines and ensure timely follow-up.
Track outstanding action items and operational requests.
Support communication between clients and internal teams.
Reporting & Administrative Support
Prepare reports, proposals, and RFP responses.
Conduct vendor research, pricing comparisons, and operational research.
Maintain organized documentation and filing systems.
Support executive scheduling, Microsoft Teams communication, and operational coordination.
Escalate urgent issues promptly and accurately.
Requirements
Must-Have Qualifications
Experience
Previous experience in one or more of the following:
Operations Coordination
Administrative Support
Billing or Invoicing
Scheduling or Workflow Coordination
Technical Skills
Strong proficiency with:
Microsoft Excel
Microsoft Outlook
Microsoft Word
Microsoft Teams
OneDrive
Experience working with CRM systems.
Strong written English communication skills.
Ability to maintain high levels of operational accuracy.
Comfortable working independently in a remote environment.
Nice-to-Have
Experience using Aspire and/or Azuga.
Background in construction, landscaping, field service, or other operations-heavy industries.
Experience with payroll coordination, job costing, or accounts receivable follow-up.
What Makes You a Strong Fit
Highly organized and detail-oriented.
Comfortable working in structured, systems-driven environments.
Strong ownership and follow-through.
Able to manage multiple workflows simultaneously.
Calm under pressure with excellent prioritization skills.
Committed to operational accuracy and consistency.
What a Typical Day Looks Like
Update CRM records and operational systems.
Process invoices and monitor payment activity.
Review schedules, job progress, and workforce assignments.
Respond to client communications and complete…