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Business Operations Coordinator – CRM, Billing, Scheduling & Excel | 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 manage the day-to-day operational execution of the business across CRM management, billing and invoicing, scheduling, client communication, data management, and administrative workflows .
This is a hands-on, execution-focused role , not a strategy or leadership position.
You’ll be responsible for keeping operational systems accurate, invoices moving, schedules organized, records up to date, and client follow-ups on track.
If you’re highly organized, detail-oriented, comfortable working across multiple systems, and enjoy making sure nothing falls through the cracks, this role is a strong fit.
What You’ll Own
CRM & Data Management – Critical
Maintain clean, accurate, and up-to-date CRM records
Manage operational data across:
Excel / Google Sheets
OneDrive
CompanyCam
CRM systems
Ensure information remains consistent across systems
Identify and correct discrepancies before they create billing or reporting issues
Maintain organized digital records and documentation
Keep pipelines current with no stale records or missed follow-ups
Billing, Invoicing & Accounts Receivable
Prepare and process invoices accurately and on time
Ensure billing aligns with completed work and operational records
Track outstanding balances and payment statuses
Follow up on accounts receivable when needed
Coordinate with accounting on reconciliations and supporting documentation
Maintain accurate and organized billing records
Identify discrepancies and resolve or escalate them promptly
Scheduling & Job Tracking
Coordinate crew and job schedules using systems such as Aspire and Azuga
Monitor active jobs, schedules, and operational workflows
Identify scheduling conflicts, job delays, and time discrepancies
Maintain accurate time-tracking records
Support accurate data for:
Payroll processing
Job costing
Operational reporting
Communicate scheduling changes to the appropriate stakeholders
Client & Lead Coordination
Manage inbound client inquiries and routine communication
Track leads, clients, and follow-up activity within the CRM
Ensure inquiries receive timely responses
Coordinate follow-ups so opportunities and client requests aren’t missed
Maintain clear notes and communication history
Escalate urgent client matters appropriately
Reporting, Documentation & Research
Prepare operational reports and summaries
Assist with proposals and RFP responses
Conduct vendor and pricing research
Support contract and operational research
Maintain structured documentation and shared files
Compile accurate information for leadership decision-making
Administrative & Executive Support
Support leadership with execution-heavy operational responsibilities
Assist with executive email and communication workflows
Coordinate meetings and scheduling
Manage communication through Microsoft Outlook and Teams
Keep action items organized and ensure follow-through
Identify process gaps or inconsistencies proactively
Escalate time-sensitive matters quickly and accurately
Must-Have Experience & Skills
Previous experience in one or more of the following:
Operations coordination
Administrative support
Billing and invoicing
Scheduling
Workflow coordination
Strong proficiency with:
Microsoft Excel Outlook Word Teams OneDrive Experience working with CRM systems Strong spreadsheet and data-management skills Excellent written English communication High attention to detail and accuracy Ability to manage multiple workflows and deadlines simultaneously Strong organizational and follow-through skills Comfortable working independently in a remote environment Availability to work U.S. EST business hours
Nice to Have
Experience with Aspire
Experience with Azuga
Familiarity with CompanyCam
Experience in:
Construction
Landscaping
Field services
Operations-heavy service businesses
Experience coordinating payroll or employee time tracking
Understanding of job costing
Accounts receivable and payment follow-up experience
Experience preparing proposals or RFP responses
Tools & Tech
Microsoft Excel | Outlook | Word | Teams | OneDrive | Aspire | Azuga | CompanyCam | CRM Systems | Google Sheets
What Makes You a Strong Fit
You’re extremely organized and detail-oriented
You care about getting information right the first time
You naturally notice missing information, inconsistencies, and unfinished tasks
You’re comfortable working inside structured systems and processes
You can manage several operational workflows without dropping details
You proactively follow up instead of waiting to be reminded
You remain calm and organized when priorities shift
You take ownership of execution and follow-through
What a Typical Day Looks Like
You may start your day reviewing schedules and active jobs, checking for time discrepancies or operational issues, and updating CRM records.
From there, you might process invoices, review outstanding payments, respond to client inquiries, coordinate scheduling changes, update spreadsheets, prepare a report for leadership, or follow up on incomplete operational tasks.
Throughout the day, you’ll keep systems organized and ensure important details don’t get lost between clients, crews, accounting, and leadership.
In short: you keep the business organized, accurate, and moving forward day-to-day.
Key Metrics for Success
CRM and operational data accuracy
Accurate and timely invoicing
Clean accounts receivable tracking
Scheduling and time-tracking accuracy
Zero missed client follow-ups
Timely completion of operational tasks
Proactive identification of discrepancies and issues
Leadership confidence in operational reliability
Operational Environment
This role is execution-heavy, systems-driven, and detail-critical .
You’ll have clear workflows, defined expectations, and direct access to leadership while taking ownership of:
If you’re highly organized, systems-oriented, strong with CRM management, Excel, billing, scheduling, and administrative operations , and you take pride in keeping a business running accurately behind the scenes, we’d love to hear from you.
