Business Operations Coordinator

Business Operations Coordinator (CRM, Billing, Scheduling & Excel) - Remote | EST Hours

Position Type: Full-Time, Remote

Working Hours: U.S. Business Hours - EST Required

About the Role

At 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.

This is a hands-on execution role, not a strategy or leadership position. You’ll work across:

• CRM and data management
• Billing and invoicing
• Scheduling and job tracking
• Client communication and follow-ups
• Excel reporting and documentation
• Administrative and operational coordination

Your job is simple in principle: keep the systems clean, the schedules organized, the invoices accurate, and the follow-ups moving.

If you’re detail-oriented, comfortable working across multiple systems, and naturally notice when something doesn’t add up, this could be a strong fit.

What You’ll Own

CRM & Data Management

• Maintain accurate and up-to-date CRM records
• Update client, lead, job, and operational information
• Manage data across:
• CRM systems
• Microsoft Excel / Google Sheets
• OneDrive
• CompanyCam
• Identify duplicate, missing, outdated, or inconsistent information
• Keep pipelines current with no stale records or missed follow-ups
• Ensure data accuracy to prevent billing, reporting, and operational errors

Billing, Invoicing & Accounts Receivable

• Prepare and process invoices accurately and on time
• Verify billing information against completed work
• Track outstanding invoices and payment statuses
• Follow up on outstanding balances when required
• Maintain organized accounts receivable records
• Coordinate with accounting on:
• Reconciliations
• Payment records
• Supporting documentation
• Help resolve billing discrepancies quickly

Scheduling, Crew Coordination & Job Tracking

• Monitor active jobs and schedules
• Coordinate operational workflows using platforms such as:
• Aspire
• Azuga
• Identify scheduling conflicts, delays, and time discrepancies
• Maintain accurate employee and crew time records
• Support accurate:
• Payroll processing
• Job costing
• Scheduling
• Follow up on incomplete or inconsistent operational information

Client & Lead Coordination

• Respond to inbound client inquiries professionally
• Track leads and client communication within the CRM
• Coordinate follow-ups and next steps
• Ensure client requests are routed to the appropriate person
• Keep communication timely, organized, and actionable
• Prevent inquiries and opportunities from falling through the cracks

Reporting & Documentation

• Prepare operational reports and spreadsheets
• Support the preparation of:
• Proposals
• RFP responses
• Operational documentation
• Conduct vendor, pricing, contract, and operational research
• Maintain organized digital files and records
• Ensure information is easy to locate and consistently documented

Administrative & Leadership Support

• Support day-to-day operational requests from leadership
• Assist with:
• Outlook and email communication
• Microsoft Teams
• Scheduling
• Follow-ups
• Documentation
• Respond to routine operational communication
• Identify urgent matters and escalate them appropriately
• Track open items through completion rather than waiting for reminders

What Makes You a Strong Fit

You:

• Are extremely organized and detail-oriented
• Enjoy structured, process-driven work
• Catch inconsistencies before they become problems
• Are comfortable working with spreadsheets and operational systems
• Follow through without needing constant reminders
• Can manage several workflows simultaneously
• Communicate clearly and professionally
• Stay calm when priorities shift
• Take ownership of accuracy and execution

Required Experience & Skills

• Previous experience in one or more of the following:
• Operations coordination
• Administrative support
• Billing/invoicing
• Scheduling
• Business operations
• Workflow coordination
• Strong proficiency with:
• Microsoft Excel
• Outlook
• Microsoft Word
• Microsoft Teams
• OneDrive
• Experience working with CRM systems
• Strong spreadsheet and data-management skills
• Excellent written and verbal English communication
• Strong attention to detail
• Ability to manage multiple priorities and deadlines
• Ability to work independently in a remote environment
• Availability during U.S. Eastern Time business hours

Nice to Have

Experience with:

• Aspire
• Azuga
• CompanyCam
• Payroll coordination
• Job costing
• Accounts receivable
• Invoice reconciliation
• Proposal or RFP preparation

Industry experience in:

• Construction
• Landscaping
• Home services
• Field services
• Other operations-heavy businesses

What a Typical Day Looks Like

Your day may include:

• Reviewing and updating CRM records
• Processing invoices and checking payment statuses
• Reviewing crew schedules and active jobs
• Investigating time or scheduling discrepancies
• Updating Excel trackers and operational reports
• Responding to client inquiries
• Following up on leads and outstanding tasks
• Coordinating with accounting or operational teams
• Preparing proposals or documentation
• Supporting leadership with administrative requests
• Identifying inconsistencies before they create downstream issues

In short: you keep the operational engine organized, accurate, and moving.

Key Metrics for Success

• High CRM and operational data accuracy
• Accurate and timely invoicing
• Clean scheduling and time tracking
• Zero missed client follow-ups
• Accurate operational reporting
• Timely completion of assigned workflows
• Proactive identification of operational issues
• Strong leadership confidence in your reliability and follow-through

Why This Role Stands Out

• High ownership over day-to-day business operations
• Direct visibility with leadership
• Exposure to billing, CRM, scheduling, client operations, and reporting
• Clear processes and measurable responsibilities
• Fully remote working environment
• Long-term opportunity to grow into:
• Operations Manager
• Executive Operations
• Business Operations
• Chief of Staff-style responsibilities

Interview Process

• Initial Screening Call
• Operations & Systems-Focused Interview
• Practical Workflow / Scenario Assessment
• Final Interview
• Internal Review & Offer

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 completed on your own time and is the final step needed to complete your application.

Instead 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.

Don’t overthink it. You can record your responses multiple times, and discarded takes are not shared.

Please check both your inbox and spam folder for the Spark Hire invitation.

Apply Now

If you:

• Are highly organized and systems-oriented
• Have experience with CRM, Excel, billing, scheduling, or operations
• Care deeply about accuracy and follow-through
• Can manage multiple moving parts without losing details
• Enjoy hands-on operational execution

We’d love to hear from you.

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