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 highly organized Business Operations Coordinator to keep day-to-day business operations accurate, organized, and moving forward.
This is a hands-on execution role , not a strategy or leadership position. You’ll work across:
CRM and data management
Billing and invoicing
Scheduling and job tracking
Client communication and follow-ups
Excel reporting and documentation
Administrative and operational coordination
Your job is simple in principle: keep the systems clean, the schedules organized, the invoices accurate, and the follow-ups moving.
If you’re detail-oriented, comfortable working across multiple systems, and naturally notice when something doesn’t add up, this could be a strong fit.
What You’ll Own
CRM & Data Management
Maintain accurate and up-to-date CRM records
Update client, lead, job, and operational information
Manage data across:
CRM systems
Microsoft Excel / Google Sheets
OneDrive
CompanyCam
Identify duplicate, missing, outdated, or inconsistent information
Keep pipelines current with no stale records or missed follow-ups
Ensure data accuracy to prevent billing, reporting, and operational errors
Billing, Invoicing & Accounts Receivable
Prepare and process invoices accurately and on time
Verify billing information against completed work
Track outstanding invoices and payment statuses
Follow up on outstanding balances when required
Maintain organized accounts receivable records
Coordinate with accounting on:
Reconciliations
Payment records
Supporting documentation
Help resolve billing discrepancies quickly
Scheduling, Crew Coordination & Job Tracking
Monitor active jobs and schedules
Coordinate operational workflows using platforms such as:
Aspire
Azuga
Identify scheduling conflicts, delays, and time discrepancies
Maintain accurate employee and crew time records
Support accurate:
Payroll processing
Job costing
Scheduling
Follow up on incomplete or inconsistent operational information
Client & Lead Coordination
Respond to inbound client inquiries professionally
Track leads and client communication within the CRM
Coordinate follow-ups and next steps
Ensure client requests are routed to the appropriate person
Keep communication timely, organized, and actionable
Prevent inquiries and opportunities from falling through the cracks
Reporting & Documentation
Prepare operational reports and spreadsheets
Support the preparation of:
Proposals
RFP responses
Operational documentation
Conduct vendor, pricing, contract, and operational research
Maintain organized digital files and records
Ensure information is easy to locate and consistently documented
Administrative & Leadership Support
Support day-to-day operational requests from leadership
Assist with:
Outlook and email communication
Microsoft Teams
Scheduling
Follow-ups
Documentation
Respond to routine operational communication
Identify urgent matters and escalate them appropriately
Track open items through completion rather than waiting for reminders
What Makes You a Strong Fit
You:
Are extremely organized and detail-oriented
Enjoy structured, process-driven work
Catch inconsistencies before they become problems
Are comfortable working with spreadsheets and operational systems
Follow through without needing constant reminders
Can manage several workflows simultaneously
Communicate clearly and professionally
Stay calm when priorities shift
Take ownership of accuracy and execution
Required Experience & Skills
Previous experience in one or more of the following:
Operations coordination
Administrative support
Billing/invoicing
Scheduling
Business operations
Workflow coordination
Strong proficiency with:
Microsoft Excel
Outlook
Microsoft Word
Microsoft Teams
OneDrive
Experience working with CRM systems
Strong spreadsheet and data-management skills
Excellent…