{"id":1158014,"url":"https://alion.io/job/pavago-business-operations-coordinator-16","title":"Business Operations Coordinator","company":{"id":1117,"name":"Pavago","domain":"pavago.co","url":"https://alion.io/company/pavago","size_band":null,"is_staffing_agency":true,"is_intermediary":false,"ats_vendor":"Workable","truth_index":{"grade":"B","score":75,"open_postings":145,"ghost_share":0,"stale_share":1,"repost_share":0,"time_to_fill_p50_days":28,"computed_at":"2026-09-24T05:45:00Z"}},"role":"Administrative","role_family":"Administrative","seniority":null,"employment_type":null,"work_mode":"remote","remote_scope":"stated_countries","hiring_geo_confidence":"structured","locations":[],"countries":[],"hiring_countries":["HN"],"hiring_countries_total":1,"salary":null,"salary_estimate":{"min_usd":58000,"max_usd":132000,"period":"year","method":null,"sample_n":4535},"experience_years_min":null,"visa_sponsorship":false,"relocation_package":false,"has_equity":false,"technologies":[{"name":"Google Sheets","optional":false},{"name":"Microsoft Excel","optional":false},{"name":"Microsoft Teams","optional":false},{"name":"OneDrive","optional":false},{"name":"Outlook","optional":false}],"status":"live","first_seen_at":"2026-09-23T22:23:05Z","employer_posted_date":"2026-09-23","last_verified_at":"2026-09-24T07:12:56Z","board_verified":true,"closed_at":null,"days_open":0,"trust":{"level":"ok","repost_count":null,"flags":[],"days_open":0},"description":"Business Operations Coordinator (CRM, Billing, Scheduling & Excel) - Remote | EST Hours\nPosition Type: Full-Time, Remote\nWorking Hours: U.S. Business Hours - EST Required\nAbout the Role\nAt 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.\nThis is a hands-on execution role, not a strategy or leadership position. You’ll work across:\nCRM and data management\nBilling and invoicing\nScheduling and job tracking\nClient communication and follow-ups\nExcel reporting and documentation\nAdministrative and operational coordination\nYour job is simple in principle: keep the systems clean, the schedules organized, the invoices accurate, and the follow-ups moving.\nIf you’re detail-oriented, comfortable working across multiple systems, and naturally notice when something doesn’t add up, this could be a strong fit.\nWhat You’ll Own\nCRM & Data Management\nMaintain accurate and up-to-date CRM records\nUpdate client, lead, job, and operational information\nManage data across:\nCRM systems\nMicrosoft Excel / Google Sheets\nOneDrive\nCompanyCam\nIdentify duplicate, missing, outdated, or inconsistent information\nKeep pipelines current with no stale records or missed follow-ups\nEnsure data accuracy to prevent billing, reporting, and operational errors\nBilling, Invoicing & Accounts Receivable\nPrepare and process invoices accurately and on time\nVerify billing information against completed work\nTrack outstanding invoices and payment statuses\nFollow up on outstanding balances when required\nMaintain organized accounts receivable records\nCoordinate with accounting on:\nReconciliations\nPayment records\nSupporting documentation\nHelp resolve billing discrepancies quickly\nScheduling, Crew Coordination & Job Tracking\nMonitor active jobs and schedules\nCoordinate operational workflows using platforms such as:\nAspire\nAzuga\nIdentify scheduling conflicts, delays, and time discrepancies\nMaintain accurate employee and crew time records\nSupport accurate:\nPayroll processing\nJob costing\nScheduling\nFollow up on incomplete or inconsistent operational information\nClient & Lead Coordination\nRespond to inbound client inquiries professionally\nTrack leads and client communication within the CRM\nCoordinate follow-ups and next steps\nEnsure client requests are routed to the appropriate person\nKeep communication timely, organized, and actionable\nPrevent inquiries and opportunities from falling through the cracks\nReporting & Documentation\nPrepare operational reports and spreadsheets\nSupport the preparation of:\nProposals\nRFP responses\nOperational documentation\nConduct vendor, pricing, contract, and operational research\nMaintain organized digital files and records\nEnsure information is easy to locate and consistently documented\nAdministrative & Leadership Support\nSupport day-to-day operational requests from leadership\nAssist with:\nOutlook and email communication\nMicrosoft Teams\nScheduling\nFollow-ups\nDocumentation\nRespond to routine operational communication\nIdentify urgent matters and escalate them appropriately\nTrack open items through completion rather than waiting for reminders\nWhat Makes You a Strong Fit\nYou:\nAre extremely organized and detail-oriented\nEnjoy structured, process-driven work\nCatch inconsistencies before they become problems\nAre comfortable working with spreadsheets and operational systems\nFollow through without needing constant reminders\nCan manage several workflows simultaneously\nCommunicate clearly and professionally\nStay calm when priorities shift\nTake ownership of accuracy and execution\nRequired Experience & Skills\nPrevious experience in one or more of the following:\nOperations coordination\nAdministrative support\nBilling/invoicing\nScheduling\nBusiness operations\nWorkflow coordination\nStrong proficiency with:\nMicrosoft Excel\nOutlook\nMicrosoft Word\nMicrosoft Teams\nOneDrive\nExperience working with CRM systems\nStrong spreadsheet and data-management skills\nExcellent written and verbal English communication\nStrong attention to detail\nAbility to manage multiple priorities and deadlines\nAbility to work independently in a remote environment\nAvailability during U.S. Eastern Time business hours\nNice to Have\nExperience with:\nAspire\nAzuga\nCompanyCam\nPayroll coordination\nJob costing\nAccounts receivable\nInvoice reconciliation\nProposal or RFP preparation\nIndustry experience in:\nConstruction\nLandscaping\nHome services\nField services\nOther operations-heavy businesses\nWhat a Typical Day Looks Like\nYour day may include:\nReviewing and updating CRM records\nProcessing invoices and checking payment statuses\nReviewing crew schedules and active jobs\nInvestigating time or scheduling discrepancies\nUpdating Excel trackers and operational reports\nResponding to client inquiries\nFollowing up on leads and outstanding tasks\nCoordinating with accounting or operational teams\nPreparing proposals or documentation\nSupporting leadership with administrative requests\nIdentifying inconsistencies before they create downstream issues\nIn short: you keep the operational engine organized, accurate, and moving.\nKey Metrics for Success\nHigh CRM and operational data accuracy\nAccurate and timely invoicing\nClean scheduling and time tracking\nZero missed client follow-ups\nAccurate operational reporting\nTimely completion of assigned workflows\nProactive identification of operational issues\nStrong leadership confidence in your reliability and follow-through\nWhy This Role Stands Out\nHigh ownership over day-to-day business operations\nDirect visibility with leadership\nExposure to billing, CRM, scheduling, client operations, and reporting\nClear processes and measurable responsibilities\nFully remote working environment\nLong-term opportunity to grow into:\nOperations Manager\nExecutive Operations\nBusiness Operations\nChief of Staff-style responsibilities\nInterview Process\nInitial Screening Call\nOperations & Systems-Focused Interview\nPractical Workflow / Scenario Assessment\nFinal Interview\nInternal Review & Offer\nWhat Happens After You Apply\nRight 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.\nInstead 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.\nDon’t overthink it. You can record your responses multiple times, and discarded takes are not shared.\nPlease check both your inbox and spam folder for the Spark Hire invitation.\nApply Now\nIf you:\nAre highly organized and systems-oriented\nHave experience with CRM, Excel, billing, scheduling, or operations\nCare deeply about accuracy and follow-through\nCan manage multiple moving parts without losing details\nEnjoy hands-on operational execution\nWe’d love to hear from you.\n#BusinessOperations #OperationsCoordinator #CRM #Excel #Billing #Invoicing #Scheduling #AdministrativeSupport #OperationsJobs #RemoteJobs #EST #BusinessOperationsCoordinator","description_format":"text","description_chars":7130,"description_truncated":false,"requirements":{"experience_years_min":null,"management_years_min":null,"team_size_min":null,"manages_managers":false,"education":null,"security_clearance":false,"languages":[{"language":"English","level":"Upper-Intermediate (B2)","optional":false}]},"benefits":[],"hiring_locations":[{"name":"Honduras","iso":"HN","kind":"country"}],"hiring_excludes":[],"relocation_offered":false,"industries":[],"lifecycle":[{"event":"open","at":"2026-09-23T22:23:05Z"}],"liveness":{"score":42,"band":"fade","label":"Fading","p_open":1,"p_active":0.417,"p_room":1,"age_days":0,"expected_fill_days":28,"reasons":["conf:0","agency","stale_co","wave","velocity","win:early","comp:brand"],"computed_at":"2026-09-24T05:45:00Z"},"pay":null,"html_url":"https://alion.io/job/pavago-business-operations-coordinator-16","json_url":"https://alion.io/job/pavago-business-operations-coordinator-16.json","meta":{"generated_at":"2026-09-24T08:03:01Z","cache_seconds":300,"methodology":"https://alion.io/methodology","terms":"https://alion.io/terms","contact":"https://alion.io/contact","api":"https://alion.io/developers"}}