{"id":2645439,"url":"https://alion.io/job/pavago-business-operations-coordinator-21","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":76,"open_postings":193,"ghost_share":0,"stale_share":0.974,"repost_share":0,"time_to_fill_p50_days":33,"computed_at":"2026-10-22T06:10:10Z"}},"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":"US time zones","utc_offset_min":-8,"utc_offset_max":-5},"hiring_geo_confidence":"inferred","locations":[],"countries":[],"hiring_countries":["BR","CO","MX","CR"],"hiring_countries_total":4,"salary":null,"salary_estimate":{"min_usd":23000,"max_usd":50000,"period":"year","method":"role_country_seniority_unknown","sample_n":36},"experience_years_min":null,"visa_sponsorship":false,"relocation_package":false,"has_equity":false,"technologies":[{"name":"Microsoft Excel","optional":false},{"name":"Microsoft Teams","optional":false},{"name":"OneDrive","optional":false},{"name":"Outlook","optional":false}],"status":"live","first_seen_at":"2026-10-15T19:53:28Z","employer_posted_date":"2026-10-15","last_verified_at":"2026-10-22T06:22:09Z","board_verified":true,"closed_at":null,"days_open":6,"trust":{"level":"ok","repost_count":null,"flags":[],"days_open":6},"description":"Business Operations Coordinator\nOperations Coordination | CRM Management | Billing | Scheduling\nPosition Type: Full-Time, Remote\nWorking Hours: U.S. Business Hours\nAbout the Role\nAt Pavago, one of our clients is hiring a highly organized and execution-focused Business Operations Coordinator to support daily operations across scheduling, billing, CRM management, crew coordination, and administrative workflows.\nThis is a hands-on operational support role designed for someone who thrives in structured environments, values accuracy, and takes ownership of keeping systems organized, workflows efficient, and operations running smoothly.\nWorking closely with the Owner, you’ll coordinate multiple operational functions including business administration, field operations, invoicing, scheduling, and client communication.\nThis is not a strategic management role. Success comes from reliability, consistency, responsiveness, and operational excellence. If you’re detail-oriented, systems-minded, and enjoy keeping businesses running efficiently behind the scenes, this role is a great fit.\nWhat You’ll Own\nCore Operational Execution\nSupport day-to-day operational workflows to ensure smooth business performance.\nAssist the Owner with administrative coordination and operational execution.\nMonitor workflows and proactively identify operational bottlenecks.\nEnsure tasks, updates, and records are completed accurately and on time.\nSystems & Data Management\nMaintain accurate records within CRM systems, including:\nClient information\nScheduling details\nJob records\nOrganize and manage files across:\nMicrosoft Excel\nOneDrive\nCompanyCam\nInternal business systems\nEnsure operational data remains accurate, structured, and up to date.\nPrevent discrepancies affecting reporting, scheduling, billing, or payroll.\nInvoicing & Billing Coordination\nProcess invoices accurately and on time.\nVerify billing aligns with completed work and operational records.\nMonitor accounts receivable and assist with payment follow-ups.\nCoordinate with accounting to maintain organized financial documentation.\nEnsure invoices and supporting documentation remain complete and accurate.\nCrew Scheduling & Job Tracking\nMonitor crew schedules and job progress using platforms such as:\nAspire\nAzuga\nSimilar operational software\nIdentify scheduling conflicts, delays, or workflow issues proactively.\nReview daily time entries to support payroll and job costing accuracy.\nCoordinate communication between field crews and office operations.\nLead & Client Pipeline Management\nManage inbound leads and client communication.\nMaintain accurate CRM pipelines and follow-up schedules.\nEnsure no customer inquiry or follow-up is overlooked.\nDeliver professional and timely communication throughout the client journey.\nDocumentation, Reporting & Research\nPrepare:\nReports\nProposals\nResponses to Requests for Proposals (RFPs)\nConduct:\nVendor research\nPricing comparisons\nMunicipal contract research\nOrganize operational documentation and reporting.\nSupport leadership with workflow visibility and operational reporting.\nCommunication & Administrative Support\nManage the Owner’s:\nEmail inbox\nMicrosoft Teams communication\nOperational correspondence\nRespond to routine communication while escalating urgent matters appropriately.\nKeep communication organized, responsive, and actionable.\nRequirements\nMust-Have Qualifications\nExperience\nProven experience in:\nOperations Coordination\nAdministrative Support\nBilling\nInvoicing\nBusiness Operations\nExperience working across multiple business systems simultaneously.\nTechnical Skills\nAdvanced proficiency with:\nMicrosoft Excel\nOutlook\nWord\nTeams\nOneDrive\nExperience using CRM systems (Aspire experience is a plus).\nStrong written communication and professional email management skills.\nExcellent attention to detail and organizational abilities.\nAbility to work independently in a remote environment.\nNice-to-Have\nExperience supporting:\nField Operations\nService Businesses\nCrew-Based Organizations\nFamiliarity with:\nScheduling\nPayroll Coordination\nJob Costing\nExperience with:\nMunicipal contracts\nVendor management\nProposal preparation\nExperience maintaining operational dashboards and workflow trackers.\nBackground in:\nConstruction\nLandscaping\nHome Services\nOperations-intensive businesses\nWhat Makes You a Strong Fit\nHighly organized and systems-oriented.\nExceptional attention to detail.\nReliable and proactive self-starter.\nComfortable managing multiple priorities simultaneously.\nStrong written communication skills.\nCalm and solutions-focused under pressure.\nAccountable with excellent follow-through.\nWhat a Typical Day Looks Like\nReview crew schedules, job progress, and operational updates.\nProcess invoices and monitor accounts receivable.\nUpdate CRM records and maintain pipeline accuracy.\nCoordinate with crews, clients, and leadership regarding schedules.\nReview time tracking before payroll processing.\nOrganize emails, communications, and operational follow-ups.\nPrepare reports, documentation, and workflow updates.\nIn short: You serve as the operational backbone of the business, ensuring workflows remain organized, systems stay accurate, and daily operations run efficiently.\nKey Metrics for Success (KPIs)\nAccurate and up-to-date CRM records.\nError-free invoice processing.\nClean payroll and time-tracking coordination.\nZero missed client follow-ups.\nFast identification and resolution of operational issues.\nHigh leadership confidence in operational execution.\nWhy Join Us?\nHigh-impact operational role supporting business leadership.\nDirect ownership of critical business workflows.\nStructured systems with clear expectations.\nFully remote work environment.\nOpportunity to grow into:\nOperations Manager\nExecutive Operations Manager\nChief of Staff\nBusiness Operations Manager\nInterview Process\nInitial Phone Screen\n Spark Hire Intro Video (3-5 minutes)\nPractical Workflow or Operations Exercise\nClient Interview\nOffer & Onboarding\nWhat Happens After You Apply\nRight after you apply, you’ll receive an email invitation from Spark Hire to record your Intro Video. This short, self-recorded video is the next step that completes your application and can be recorded whenever it’s convenient for you.\nInstead of repeating yourself across multiple screening calls, you’ll introduce yourself once, and your video will be shared with the hiring team. This helps the hiring team evaluate your communication style early, making future interviews more meaningful while reducing unnecessary interview rounds.\nDon’t overthink it-you can record your video as many times as you’d like before submitting it. Only your final submission will be reviewed.\nPlease keep an eye on both your inbox and spam folder for your Spark Hire invitation after submitting your application.\nApply Now\nIf you’re an experienced Business Operations Coordinator who enjoys building organized systems, supporting day-to-day operations, and ensuring nothing falls through the cracks, we’d love to hear from you. Apply today and become a key contributor to a growing business where operational excellence, accuracy, and reliability drive success.","description_format":"text","description_chars":7127,"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":[]},"benefits":[],"hiring_locations":[{"name":"Brazil","iso":"BR","kind":"country"},{"name":"Colombia","iso":"CO","kind":"country"},{"name":"Mexico","iso":"MX","kind":"country"},{"name":"Costa Rica","iso":"CR","kind":"country"}],"hiring_excludes":[],"relocation_offered":false,"industries":["Recruiting & Staffing","Employer of Record & PEO"],"lifecycle":[{"event":"open","at":"2026-10-15T19:53:28Z"}],"visa":[],"liveness":{"score":70,"band":"hot","label":"Hiring now","p_open":1,"p_active":0.695,"p_room":1,"age_days":6,"expected_fill_days":33,"reasons":["conf:10","stale_co","wave","velocity","win:early","comp:brand,attention"],"computed_at":"2026-10-22T06:10:10Z"},"pay":null,"html_url":"https://alion.io/job/pavago-business-operations-coordinator-21","json_url":"https://alion.io/job/pavago-business-operations-coordinator-21.json","meta":{"generated_at":"2026-10-22T09:14:25Z","cache_seconds":300,"methodology":"https://alion.io/methodology","terms":"https://alion.io/terms","contact":"https://alion.io/contact","api":"https://alion.io/developers","about":"Alion is a live layer of people, companies and AI agents: who they are, whether they are real and active right now, what they do and how to work with them, readable by people and by agents and paid per call.","catalog":"https://alion.io/catalog.json","usage":{"tier":"crawler_verified","counted_by":"address","units_charged":1,"used_today":5864,"day_limit":null,"remaining_today":null,"minute_limit":300,"resets_at":"2026-10-23T00:00:00Z"}},"offers":[{"id":"company.slices","title":"One company in depth, by slice","status":"live","price":{"credits":0.02,"usd":0.002,"plus_per_slice":{"credits":0.05,"usd":0.005}},"unit":"per company, plus each slice with data","note":"the employer in depth","call":{"mcp_tool":"get_company","arguments":{"id":1117},"rest":"https://alion.io/mcp/rest/get_company?id=1117"},"human":"https://alion.io/catalog?offer=company.slices&for=job%2Fpavago-business-operations-coordinator-21"},{"id":"market.stats","title":"A market slice: pay, demand and time to fill","status":"live","price":{"credits":1,"usd":0.1},"unit":"per slice","note":"pay, demand and time to fill for this role and place","call":{"mcp_tool":"market_stats"},"human":"https://alion.io/catalog?offer=market.stats&for=job%2Fpavago-business-operations-coordinator-21"},{"id":"job.search","title":"Open jobs by role, technology, place, pay and visa","status":"live","price":{"credits":0.02,"usd":0.002},"unit":"per posting in a list","note":"similar open postings","call":{"mcp_tool":"search_jobs"},"human":"https://alion.io/catalog?offer=job.search&for=job%2Fpavago-business-operations-coordinator-21"},{"id":"company.verify","title":"Is this company real and active right now","status":"pilot","price":null,"unit":"per company","request":{"url":"https://alion.io/catalog/request","method":"POST","body":"{\"offer\": \"company.verify\", \"for\": \"job/pavago-business-operations-coordinator-21\", \"note\": \"what you need it for\"}"},"human":"https://alion.io/catalog?offer=company.verify&for=job%2Fpavago-business-operations-coordinator-21"}]}