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 Business Operations Coordinator to manage the day-to-day operational execution of the business across:

CRM management

Billing and invoicing

Scheduling and workforce coordination

Client communication

Administrative workflows

• This is a highly execution-focused role — not a strategy or leadership position.

Your responsibility is to ensure

Data stays accurate

Invoices are processed correctly

Schedules stay organized

• Client follow-ups never get missed

Operations run smoothly day-to-day

If you thrive in

Structured environments

Detail-heavy operational work

Systems and process management

• This role is a strong fit.

What You’ll Own

Core Operations Execution

• Maintain daily operational workflows across the business
• Support leadership with execution-heavy operational tasks
• Identify inefficiencies or process gaps proactively
• Ensure operational consistency and follow-through
• CRM & Data Management (Critical)
• Maintain clean and accurate CRM records

Manage operational data across

Excel / Google Sheets

OneDrive

CompanyCam

CRM systems

Ensure consistency across systems to prevent

Billing issues

Reporting errors

Operational gaps

• Maintain organized digital records and documentation

Invoicing & Billing Coordination

• Process invoices accurately and on time
• Track outstanding balances and payment follow-ups
• Maintain organized accounts receivable records
• Coordinate with accounting on reconciliations and documentation
• Ensure billing aligns correctly with completed work
• Crew Scheduling & Job Tracking
• Monitor schedules and operational workflows using:

Aspire

Azuga

Identify

Scheduling conflicts

Time discrepancies

Job delays

Ensure accurate time tracking for

Payroll processing

Job costing

• Help maintain operational efficiency across active jobs

Lead & Client Coordination

• Manage inbound client inquiries and communication
• Maintain updated CRM pipelines with zero stale records
• Track follow-ups and ensure timely responses
• Support client coordination and operational communication

Reporting, Documentation & Research

Prepare

Reports

Proposals

RFP responses

Conduct

Vendor research

Pricing comparisons

Contract and operational research

• Maintain structured, organized documentation systems

Administrative & Communication Support

Help manage

Executive email communication

Microsoft Teams workflows

Scheduling coordination

• Respond to routine operational communication
• Escalate urgent matters quickly and accurately
• Keep communication organized and actionable

What Success Looks Like

• CRM and operational systems remain clean and accurate
• Invoices are processed correctly and on time
• Schedules stay organized without operational conflicts
• Client follow-ups never get missed
• Leadership has confidence in operational execution and reliability
• What Makes You a Strong Fit

Extremely detail-oriented and organized

• Comfortable in structured, systems-driven environments

Proactive and ownership-focused

• Able to manage multiple workflows simultaneously
• Strong operational follow-through and accountability
• Calm and organized under pressure
• Requirements (Must-Have)

Experience

Experience in

Operations coordination

Administrative support

Billing or invoicing

Scheduling or workflow coordination

Core Skills

Strong proficiency in

Microsoft Excel

Outlook

Word

Teams

OneDrive

• CRM experience (Aspire experience is a plus)

Strong written communication skills

• Ability to maintain high operational accuracy
• Comfortable working independently in remote environments

Nice to Have

Experience with

Aspire

Azuga

Background in

Construction

Landscaping

Field service businesses

Operations-heavy environments

Experience with

Payroll coordination

Job costing

Accounts receivable follow-ups

• What a Typical Day Looks Like
• Update CRM and operational records
• Process invoices and monitor payments
• Review schedules and job progress
• Respond to client communication and follow-ups
• Support leadership with operational coordination
• Prepare reports and maintain documentation
• Identify and resolve operational inconsistencies

In short

• You help keep the business organized, operationally efficient, and running accurately day-to-day.
• Key Metrics (KPIs)
• CRM and operational data accuracy

Error-free invoicing and billing

• Scheduling accuracy and clean time tracking

Zero missed client follow-ups

Proactive operational issue identification

• Leadership confidence in operational reliability
• Operational Environment (Important)

This role is

Execution-heavy

Systems-driven

Detail-critical

You will have

Clear workflows

Defined expectations

Direct access to leadership

You are responsible for

Accuracy

Consistency

Follow-through

Operational reliability

• Why This Role Stands Out

High operational ownership

• Direct impact on daily business performance

Clear expectations and structure

Opportunity to grow into

Operations Manager

Executive Operations

Chief of Staff-style responsibilities

• Fully remote environment with long-term growth potential

Interview Process

Initial Screening Call

Operations / Systems-Focused Interview

• Practical Workflow or Scenario Task

Final Interview

Internal Review & Offer

Apply Now

If you

• Are highly organized and systems-oriented
• Care deeply about accuracy and follow-through
• Can manage multiple moving parts without dropping details
• Enjoy operational execution and process coordination
• This is a strong opportunity to step into a high-impact operations role.

Originally posted on Himalayas