Business Operations Coordinator

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:
Accuracy | Consistency | Follow-Through | Organization | Operational Reliability
Growth Path
Strong performance can create opportunities to grow into roles such as:
Operations Manager | Senior Operations Coordinator | Executive Operations | Chief of Staff-style responsibilities
Interview Process

Initial Screening Call

Spark Hire Video Interview

Operations / Systems-Focused Interview

Practical Workflow or Scenario Task

Final Interview

Internal Review & Offer

Apply Now
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.
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Originally posted on Himalayas