{"id":2397610,"url":"https://alion.io/job/pavago-business-operations-coordinator-17","title":"Business Operations Coordinator","company":{"id":1117,"name":"Pavago","domain":"pavago.co","url":"https://alion.io/company/pavago","size_band":null,"is_staffing_agency":false,"employer_type":"staffing","is_intermediary":false,"listed_via":null,"ats_vendor":"Workable","truth_index":{"grade":"B","score":75,"open_postings":194,"ghost_share":0,"stale_share":0.985,"repost_share":0,"time_to_fill_p50_days":34,"computed_at":"2026-10-26T05:57:25Z"}},"role":"Administrative","role_family":"Administrative","seniority":null,"employment_type":null,"work_mode":"remote","remote_scope":"stated_countries","remote_scope_basis":"board_field","remote_working_hours":{"label":"UTC-8 – UTC-5","utc_offset_min":-8,"utc_offset_max":-5},"hiring_geo_confidence":"inferred","locations":[],"countries":[],"hiring_countries":["BZ"],"hiring_countries_total":1,"salary":null,"salary_estimate":null,"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":"OneDrive","optional":false},{"name":"Outlook","optional":false}],"status":"live","first_seen_at":"2026-10-12T22:46:33Z","employer_posted_date":"2026-10-12","last_verified_at":"2026-10-26T17:52:10Z","board_verified":true,"closed_at":null,"days_open":13,"trust":{"level":"ok","repost_count":null,"flags":[],"days_open":13},"description":"Business Operations Coordinator - CRM, Billing, Scheduling & Excel | Remote\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 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.\nThis is a hands-on, execution-focused role, not a strategy or leadership position.\nYou’ll be responsible for keeping operational systems accurate, invoices moving, schedules organized, records up to date, and client follow-ups on track.\nIf 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.\nWhat You’ll Own\nCRM & Data Management - Critical\nMaintain clean, accurate, and up-to-date CRM records\nManage operational data across:\nExcel / Google Sheets\nOneDrive\nCompanyCam\nCRM systems\nEnsure information remains consistent across systems\nIdentify and correct discrepancies before they create billing or reporting issues\nMaintain organized digital records and documentation\nKeep pipelines current with no stale records or missed follow-ups\nBilling, Invoicing & Accounts Receivable\nPrepare and process invoices accurately and on time\nEnsure billing aligns with completed work and operational records\nTrack outstanding balances and payment statuses\nFollow up on accounts receivable when needed\nCoordinate with accounting on reconciliations and supporting documentation\nMaintain accurate and organized billing records\nIdentify discrepancies and resolve or escalate them promptly\nScheduling & Job Tracking\nCoordinate crew and job schedules using systems such as Aspire and Azuga\nMonitor active jobs, schedules, and operational workflows\nIdentify scheduling conflicts, job delays, and time discrepancies\nMaintain accurate time-tracking records\nSupport accurate data for:\nPayroll processing\nJob costing\nOperational reporting\nCommunicate scheduling changes to the appropriate stakeholders\nClient & Lead Coordination\nManage inbound client inquiries and routine communication\nTrack leads, clients, and follow-up activity within the CRM\nEnsure inquiries receive timely responses\nCoordinate follow-ups so opportunities and client requests aren’t missed\nMaintain clear notes and communication history\nEscalate urgent client matters appropriately\nReporting, Documentation & Research\nPrepare operational reports and summaries\nAssist with proposals and RFP responses\nConduct vendor and pricing research\nSupport contract and operational research\nMaintain structured documentation and shared files\nCompile accurate information for leadership decision-making\nAdministrative & Executive Support\nSupport leadership with execution-heavy operational responsibilities\nAssist with executive email and communication workflows\nCoordinate meetings and scheduling\nManage communication through Microsoft Outlook and Teams\nKeep action items organized and ensure follow-through\nIdentify process gaps or inconsistencies proactively\nEscalate time-sensitive matters quickly and accurately\nMust-Have Experience & Skills\nPrevious experience in one or more of the following:\nOperations coordination\nAdministrative support\nBilling and invoicing\nScheduling\nWorkflow coordination\nStrong proficiency with:\nMicrosoft Excel\nOutlook\nWord\nTeams\nOneDrive\nExperience working with CRM systems\nStrong spreadsheet and data-management skills\nExcellent written English communication\nHigh attention to detail and accuracy\nAbility to manage multiple workflows and deadlines simultaneously\nStrong organizational and follow-through skills\nComfortable working independently in a remote environment\nAvailability to work U.S. EST business hours\nNice to Have\nExperience with Aspire\nExperience with Azuga\nFamiliarity with CompanyCam\nExperience in:\nConstruction\nLandscaping\nField services\nOperations-heavy service businesses\nExperience coordinating payroll or employee time tracking\nUnderstanding of job costing\nAccounts receivable and payment follow-up experience\nExperience preparing proposals or RFP responses\nTools & Tech\nMicrosoft Excel | Outlook | Word | Teams | OneDrive | Aspire | Azuga | CompanyCam | CRM Systems | Google Sheets\nWhat Makes You a Strong Fit\nYou’re extremely organized and detail-oriented\nYou care about getting information right the first time\nYou naturally notice missing information, inconsistencies, and unfinished tasks\nYou’re comfortable working inside structured systems and processes\nYou can manage several operational workflows without dropping details\nYou proactively follow up instead of waiting to be reminded\nYou remain calm and organized when priorities shift\nYou take ownership of execution and follow-through\nWhat a Typical Day Looks Like\nYou may start your day reviewing schedules and active jobs, checking for time discrepancies or operational issues, and updating CRM records.\nFrom 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.\nThroughout the day, you’ll keep systems organized and ensure important details don’t get lost between clients, crews, accounting, and leadership.\nIn short: you keep the business organized, accurate, and moving forward day-to-day.\nKey Metrics for Success\nCRM and operational data accuracy\nAccurate and timely invoicing\nClean accounts receivable tracking\nScheduling and time-tracking accuracy\nZero missed client follow-ups\nTimely completion of operational tasks\nProactive identification of discrepancies and issues\nLeadership confidence in operational reliability\nOperational Environment\nThis role is execution-heavy, systems-driven, and detail-critical.\nYou’ll have clear workflows, defined expectations, and direct access to leadership while taking ownership of:\nAccuracy | Consistency | Follow-Through | Organization | Operational Reliability\nGrowth Path\nStrong performance can create opportunities to grow into roles such as:\nOperations Manager | Senior Operations Coordinator | Executive Operations | Chief of Staff-style responsibilities\nInterview Process\nInitial Screening Call\nSpark Hire Video Interview\nOperations / Systems-Focused Interview\nPractical Workflow or Scenario Task\nFinal Interview\nInternal Review & Offer\nApply Now\nIf 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.\n#BusinessOperations #OperationsCoordinator #BusinessOperationsCoordinator #CRM #Billing #Invoicing #Excel #Scheduling #AdministrativeSupport #Operations #RemoteOperations 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