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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Identify missing, duplicate, outdated, or inconsistent information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 with:
Microsoft Excel Outlook Word Microsoft Teams OneDrive Experience working with CRM systems Strong spreadsheet and data-management skills Excellent written and verbal English communication Professional email and client communication skills Strong organizational and time-management abilities High attention to detail and accuracy Ability to manage multiple workflows independently Availability during U.S. Eastern Time business hours
Nice to Have
Experience with Aspire
Experience with Azuga
Experience with CompanyCam
Payroll and time-tracking coordination
Accounts receivable follow-ups
Job costing
Crew or workforce scheduling
Proposal or RFP preparation
Experience directly supporting an Owner or executive
Industry experience in:
Construction
Field services
Staffing
Logistics
Landscaping
Home services
Other operations-heavy businesses
What a Typical Day Looks Like
Your day may include:
Reviewing crew schedules and active jobs
Updating CRM and operational records
Processing invoices and checking outstanding payments
Reviewing time entries for payroll and job costing
Responding to client inquiries and following up on open items
Managing the Owner’s operational communication
Identifying scheduling or workflow issues before they cause delays
Preparing reports, proposals, and documentation
Coordinating updates across field teams and management
In short: you keep the business organized, responsive, accurate, and moving forward every day.
Key Metrics for Success
Accurate and current CRM records
On-time, error-free invoice processing
Accurate time tracking and payroll coordination
Organized crew schedules and job records
Zero missed client follow-ups
Minimal stale leads or pipeline gaps
Fast identification of operational issues
Accurate and organized documentation
Strong Owner confidence in your reliability and follow-through
What to Expect in This Role
This is a systems-driven, detail-critical, execution-focused position .
You’ll have established workflows, direct communication with the Owner, and clear expectations around follow-through.
Your ownership centers on four things: accuracy, organization, responsiveness, and consistency.
Interview Process
Initial Screening Call
Operations & Systems-Focused Interview
Practical Task / Workflow Exercise
Final Interview
Internal Review & Approval
Offer & Onboarding
What Happens After You Apply
After applying, you’ll receive an email invitation from Spark Hire to complete a short Intro Video. This self-recorded video is an important step in completing your application and gives the hiring team an opportunity to learn more about your experience and communication before the interview stage.
You can record your responses on your own time and re-record them if needed before submitting .
Please check both your inbox and spam/junk folder for the Spark Hire invitation.
Apply Now
If you:
Are highly organized and systems-oriented
Have experience with CRM, billing, scheduling, Excel, or business operations
Take ownership of follow-ups and execution
Can manage multiple moving parts without losing accuracy
Enjoy keeping operational workflows organized and reliable
