Business Operations Coordinator

Business Operations Coordinator – CRM, Billing & Scheduling
Full-Time | Remote | U.S. Business Hours (EST)
About the Role
At Pavago, one of our clients is hiring a highly organized Business Operations Coordinator to keep day-to-day operations running accurately and efficiently.
This is a hands-on, execution-focused role covering CRM management, billing, scheduling, client communication, workforce coordination, and administrative operations.
You’ll be responsible for making sure data stays accurate, invoices go out correctly, schedules remain organized, and no important follow-up falls through the cracks.
What You’ll Do
CRM & Operations Management

Maintain accurate and up-to-date CRM and operational records

Manage data across Excel, Google Sheets, OneDrive, CompanyCam, and CRM systems

Keep documentation, workflows, and digital records organized

Identify discrepancies or process gaps before they create operational issues

Billing & Invoicing

Process invoices accurately and on time

Track outstanding balances and payment follow-ups

Maintain organized accounts receivable records

Coordinate with accounting on reconciliations and supporting documentation

Ensure billing accurately reflects completed work

Scheduling & Job Coordination

Monitor crew schedules, active jobs, and operational workflows

Work with platforms such as Aspire and Azuga

Identify scheduling conflicts, time discrepancies, and job delays

Maintain accurate time tracking for payroll and job costing

Coordinate updates between field teams and internal stakeholders

Client & Administrative Support

Manage inbound client inquiries and follow-ups

Keep CRM pipelines current with no stale records

Support executive communication, scheduling, and Microsoft Teams workflows

Escalate urgent operational matters appropriately

Ensure communication remains professional, documented, and actionable

Reporting & Documentation

Prepare reports, proposals, RFP responses, and operational summaries

Conduct vendor, pricing, contract, and operational research

Maintain clear and accessible documentation

Support leadership with day-to-day operational execution

What We’re Looking For

Experience in operations coordination, administrative support, billing/invoicing, scheduling, or workflow management

Strong proficiency with Excel, Outlook, Word, Teams, and OneDrive

Experience working with CRM systems

Excellent attention to detail and data accuracy

Strong written English communication

Ability to manage multiple priorities and follow-ups simultaneously

Proactive, dependable, and comfortable working independently

Availability during EST business hours

Nice to Have

Experience with Aspire, Azuga, or CompanyCam

Construction, landscaping, home services, or field-service experience

Payroll coordination or time-tracking experience

Job costing knowledge

Accounts receivable and payment follow-up experience

What Success Looks Like

Accurate CRM and operational data

Timely, error-free invoicing

Organized schedules and accurate time tracking

No missed client follow-ups

Clean and reliable documentation

Operational issues identified and resolved proactively

Leadership can confidently rely on your execution and follow-through

Why Join?

Fully remote opportunity

High ownership over daily business operations

Direct collaboration with leadership

Clear workflows and measurable expectations

Exposure to billing, CRM, scheduling, and field operations

Growth opportunities into Operations Manager, Executive Operations, or Chief of Staff-style roles

Interview Process

Initial Application Review

Spark Hire Intro Video

Operations & Systems Interview

Practical Workflow / Scenario Exercise

Final Client Interview

Offer & Onboarding

What Happens After You Apply
Qualified candidates will receive a Spark Hire invitation to complete a short Intro Video. This helps the hiring team learn more about your communication skills, operations experience, and ability to manage detail-heavy workflows.
Please check your inbox and spam/junk folder for the invitation.
Apply Now
If you’re highly organized, systems-oriented, and experienced in CRM management, billing, scheduling, and operational coordination, we’d love to hear from you.
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Originally posted on Himalayas