Business Operations Coordinator

Business Operations Coordinator (Operations, CRM, Billing & Scheduling)

Position Type: Full-Time, Remote

Working Hours: U.S. Business Hours (EST)

About the Role

At 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, scheduling, client communication, and administrative workflows.

This is a highly execution-focused role where you’ll ensure operational systems remain accurate, invoices are processed on time, schedules stay organized, and client follow-ups never fall through the cracks. If you’re detail-oriented, systems-driven, and thrive in structured environments, this role is a great fit.

Responsibilities

Operations & Workflow Coordination

• Maintain daily operational workflows and administrative processes.
• Support leadership with execution-focused operational tasks.
• Identify process gaps and improve operational efficiency.
• Ensure consistent follow-through across business operations.

CRM & Data Management

• Maintain clean and accurate CRM records.
• Manage operational data using Excel, Google Sheets, OneDrive, CompanyCam, and CRM platforms.
• Keep digital records organized and up to date.
• Ensure data accuracy to support billing and reporting.

Billing & Invoicing

• Process invoices accurately and on time.
• Track outstanding payments and follow up on accounts receivable.
• Coordinate with accounting on reconciliations and supporting documentation.
• Ensure billing aligns with completed work.

Scheduling & Client Coordination

• Monitor schedules and workflows using Aspire, Azuga, or similar platforms.
• Identify scheduling conflicts, job delays, and time discrepancies.
• Support payroll time tracking and job costing.
• Manage client communication and ensure timely follow-ups.

Reporting & Administrative Support

• Prepare reports, proposals, and operational documentation.
• Conduct vendor and pricing research as needed.
• Support executive scheduling, email management, and Microsoft Teams communication.

Required Experience & Skills

• Experience in operations coordination, administrative support, billing, scheduling, or workflow coordination.
• Strong proficiency with Microsoft Excel, Outlook, Word, Teams, and OneDrive.
• Experience using CRM systems (Aspire experience is a plus).
• Strong written communication and organizational skills.
• High attention to detail and ability to work independently in a remote environment.

Nice to Have

• Experience with Aspire or Azuga.
• Background in construction, landscaping, field services, or operations-heavy businesses.
• Experience with payroll coordination, job costing, or accounts receivable.

What Success Looks Like

• Accurate and organized CRM and operational data.
• Timely, error-free invoicing and billing.
• Well-managed schedules with minimal operational conflicts.
• Consistent client follow-up and communication.
• Reliable operational execution that leadership can depend on.

Interview Process

• Initial Recruiter Screening
• Operations-Focused Interview
• Practical Workflow or Scenario Assessment
• Client Interview
• Offer & Onboarding

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 that completes your application and allows hiring managers to get to know you before the interview process begins.

Rather than repeating your background during multiple screening calls, you’ll tell your story once, allowing future interviews to focus on meaningful conversations.

Don’t overthink it-you can record as many takes as you’d like before submitting. Your invitation will come from Spark Hire, so please check both your inbox and spam folder.