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

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• Identify duplicate, missing, outdated, or inconsistent information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