Business Operations Coordinator

Business Operations Coordinator (CRM, Billing, Scheduling & Excel) – Remote | EST Hours
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 Business Operations Coordinator to keep day-to-day business operations accurate, organized, and moving forward.
This is a hands-on execution role, not a strategy or leadership position. You’ll work across:

CRM and data management

Billing and invoicing

Scheduling and job tracking

Client communication and follow-ups

Excel reporting and documentation

Administrative and operational coordination

Your job is simple in principle: keep the systems clean, the schedules organized, the invoices accurate, and the follow-ups moving.
If you’re detail-oriented, comfortable working across multiple systems, and naturally notice when something doesn’t add up, this could be a strong fit.
What You’ll Own
CRM & Data Management

Maintain accurate and up-to-date CRM records

Update client, lead, job, and operational information

Manage data across:

CRM systems

Microsoft Excel / Google Sheets

OneDrive

CompanyCam

Identify duplicate, missing, outdated, or inconsistent information

Keep pipelines current with no stale records or missed follow-ups

Ensure data accuracy to prevent billing, reporting, and operational errors

Billing, Invoicing & Accounts Receivable

Prepare and process invoices accurately and on time

Verify billing information against completed work

Track outstanding invoices and payment statuses

Follow up on outstanding balances when required

Maintain organized accounts receivable records

Coordinate with accounting on:

Reconciliations

Payment records

Supporting documentation

Help resolve billing discrepancies quickly

Scheduling, Crew Coordination & Job Tracking

Monitor active jobs and schedules

Coordinate operational workflows using platforms such as:

Aspire

Azuga

Identify scheduling conflicts, delays, and time discrepancies

Maintain accurate employee and crew time records

Support accurate:

Payroll processing

Job costing

Scheduling

Follow up on incomplete or inconsistent operational information

Client & Lead Coordination

Respond to inbound client inquiries professionally

Track leads and client communication within the CRM

Coordinate follow-ups and next steps

Ensure client requests are routed to the appropriate person

Keep communication timely, organized, and actionable

Prevent inquiries and opportunities from falling through the cracks

Reporting & Documentation

Prepare operational reports and spreadsheets

Support the preparation of:

Proposals

RFP responses

Operational documentation

Conduct vendor, pricing, contract, and operational research

Maintain organized digital files and records

Ensure information is easy to locate and consistently documented

Administrative & Leadership Support

Support day-to-day operational requests from leadership

Assist with:

Outlook and email communication

Microsoft Teams

Scheduling

Follow-ups

Documentation

Respond to routine operational communication

Identify urgent matters and escalate them appropriately

Track open items through completion rather than waiting for reminders

What Makes You a Strong Fit
You:

Are extremely organized and detail-oriented

Enjoy structured, process-driven work

Catch inconsistencies before they become problems

Are comfortable working with spreadsheets and operational systems

Follow through without needing constant reminders

Can manage several workflows simultaneously

Communicate clearly and professionally

Stay calm when priorities shift

Take ownership of accuracy and execution

Required Experience & Skills

Previous experience in one or more of the following:

Operations coordination

Administrative support

Billing/invoicing

Scheduling

Business operations

Workflow coordination

Strong proficiency with:

Microsoft Excel

Outlook

Microsoft Word

Microsoft Teams

OneDrive

Experience working with CRM systems

Strong spreadsheet and data-management skills

Excellent written and verbal English communication

Strong attention to detail

Ability to manage multiple priorities and deadlines

Ability to work independently in a remote environment

Availability during U.S. Eastern Time business hours

Nice to Have
Experience with:

Aspire

Azuga

CompanyCam

Payroll coordination

Job costing

Accounts receivable

Invoice reconciliation

Proposal or RFP preparation

Industry experience in:

Construction

Landscaping

Home services

Field services

Other operations-heavy businesses

What a Typical Day Looks Like
Your day may include:

Reviewing and updating CRM records

Processing invoices and checking payment statuses

Reviewing crew schedules and active jobs

Investigating time or scheduling discrepancies

Updating Excel trackers and operational reports

Responding to client inquiries

Following up on leads and outstanding tasks

Coordinating with accounting or operational teams

Preparing proposals or documentation

Supporting leadership with administrative requests

Identifying inconsistencies before they create downstream issues

In short: you keep the operational engine organized, accurate, and moving.
Key Metrics for Success

High CRM and operational data accuracy

Accurate and timely invoicing

Clean scheduling and time tracking

Zero missed client follow-ups

Accurate operational reporting

Timely completion of assigned workflows

Proactive identification of operational issues

Strong leadership confidence in your reliability and follow-through

Why This Role Stands Out

High ownership over day-to-day business operations

Direct visibility with leadership

Exposure to billing, CRM, scheduling, client operations, and reporting

Clear processes and measurable responsibilities

Fully remote working environment

Long-term opportunity to grow into:

Operations Manager

Executive Operations

Business Operations

Chief of Staff-style responsibilities

Interview Process

Initial Screening Call

Operations & Systems-Focused Interview

Practical Workflow / Scenario Assessment

Final Interview

Internal Review & Offer

What Happens After You Apply
Right after you apply, you’ll receive an email invitation from Spark Hire to record your Intro Video. It’s a short, self-recorded video completed on your own time and is the final step needed to complete your application.
Instead of repeating your background across multiple screening calls, you get to introduce yourself once and give the hiring team a better sense of your experience and communication before the first interview.
Don’t overthink it. You can record your responses multiple times, and discarded takes are not shared.
Please check both your inbox and spam folder for the Spark Hire invitation.
Apply Now
If you:

Are highly organized and systems-oriented

Have experience with CRM, Excel, billing, scheduling, or operations

Care deeply about accuracy and follow-through

Can manage multiple moving parts without losing details

Enjoy hands-on operational execution

We’d love to hear from you.
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Originally posted on Himalayas