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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