Business Operations Coordinator

Pavago; United States; Remote; USD 45,000 - 65,000; Full time

Job summary

Pavago is seeking a highly organized Business Operations Coordinator to oversee CRM, billing, scheduling, client communications, and administrative workflows in a remote US-based role.

You will maintain clean data, process invoices, track time and schedules, coordinate with leadership, and ensure operational systems stay accurate and reliable across projects.

Qualifications

• Experience in operations coordination, administrative support, billing, invoicing, scheduling.
• Proficient with Microsoft Excel, Outlook, Word, Teams, OneDrive.
• Strong written English communication and ability to work independently with high accuracy.

Responsibilities

• Maintain daily operational workflows and administrative processes.
• Manage data across CRM platforms and billing systems.
• Process invoices and track outstanding balances.
• Monitor schedules and support time tracking for payroll.
• Coordinate client inquiries and maintain CRM pipelines.

Skills

Excel

Outlook

Word

Teams

OneDrive

CRM systems

Aspire experience

Written English

Independent work

Job description

Business Operations Coordinator (CRM, Billing, Scheduling & Operations Support) – 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 oversee the day-to-day operational execution of the business 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, organized, and running efficiently. You’ll support leadership by maintaining clean data, coordinating schedules, processing invoices, tracking follow-ups, and keeping critical business operations on track.

If you thrive in structured environments, enjoy detail-oriented work, and take pride in creating organized, reliable systems, this role is for you.

Responsibilities

Core Operations Support

• Maintain daily operational workflows and administrative processes.
• Support leadership with execution-focused operational tasks.
• Identify process gaps and operational inefficiencies proactively.
• Ensure consistency, accuracy, and follow-through across daily operations.

CRM & Data Management

• Maintain clean, accurate records across CRM platforms and operational systems.
• Manage data using:
• Microsoft Excel
• Google Sheets
• OneDrive
• CompanyCam
• CRM systems
• Ensure data consistency to prevent billing errors, reporting issues, and operational gaps.
• Organize and maintain digital records and documentation.

Billing & Invoicing

• Process invoices accurately based on completed work.
• Track outstanding balances and follow up on overdue payments.
• Maintain organized accounts receivable records.
• Coordinate with accounting to support reconciliations and documentation.
• Ensure billing records remain accurate and up to date.

Scheduling & Workforce Coordination

• Monitor schedules using Aspire, Azuga, or similar platforms.
• Identify scheduling conflicts, time discrepancies, and job delays.
• Support accurate time tracking for payroll and job costing.
• Help maintain efficient scheduling across active projects.

Client & Lead Coordination

• Manage inbound client inquiries and operational communication.
• Maintain accurate CRM pipelines and ensure no follow-ups are missed.
• Track client communication and maintain organized records.
• Support ongoing client coordination and operational workflows.

Reporting & Administrative Support

• Prepare operational reports, proposals, and RFP responses.
• Conduct vendor, pricing, and contract research.
• Maintain organized documentation and reporting systems.
• Support leadership with administrative coordination and project tracking.

Communication & Executive Support

• Assist with executive email management and Microsoft Teams communication.
• Respond to routine operational requests.
• Escalate urgent issues promptly.
• Keep communication organized, professional, and actionable.

What Makes You a Great Fit

• Highly organized with exceptional attention to detail.
• Comfortable working within structured, systems-driven environments.
• Proactive, dependable, and ownership-focused.
• Able to manage multiple priorities without sacrificing accuracy.
• Strong follow-through and commitment to operational excellence.

Required Experience & Skills

• Experience in operations coordination, administrative support, billing, invoicing, scheduling, or related operational roles.
• Strong proficiency with:
• Microsoft Excel
• Outlook
• Word
• Teams
• OneDrive
• Experience working with CRM systems (Aspire experience is a plus).
• Strong written English communication skills.
• Ability to work independently while maintaining high levels of accuracy and organization.

Nice to Have

• Experience using Aspire, Azuga, or similar operational platforms.
• Background supporting construction, landscaping, field service, or operations-driven businesses.
• Experience with:
• Payroll coordination
• Job costing
• Accounts receivable follow-up
• Operational reporting

What Success Looks Like

• CRM and operational systems remain clean, accurate, and up to date.
• Invoices are processed accurately and on time.
• Schedules remain organized with minimal conflicts.
• No missed client follow-ups or communication gaps.
• Leadership has confidence in operational execution and reliability.
• Operational issues are identified and resolved proactively.

Interview Process

• Initial Screening Call
• Video Interview with Pavago Recruiter
• Practical Assessment (Workflow or Operations Scenario)
• Client Interview
• Offer & Onboarding