Business Operations Coordinator

Business Operations Coordinator – CRM, Billing & Scheduling Full-Time | Remote | U.S. Business Hours (EST) About the Role At Pavago, one of our clients is hiring a highly organized Business Operations Coordinator to keep day-to-day operations running accurately and efficiently. This is a hands-on, execution-focused role covering CRM management, billing, scheduling, client communication, workforce coordination, and administrative operations . You’ll be responsible for making sure data stays accurate, invoices go out correctly, schedules remain organized, and no important follow-up falls through the cracks. What You’ll Do CRM & Operations Management Maintain accurate and up-to-date CRM and operational records Manage data across Excel, Google Sheets, OneDrive, CompanyCam, and CRM systems Keep documentation, workflows, and digital records organized Identify discrepancies or process gaps before they create operational issues Billing & Invoicing Process invoices accurately and on time Track outstanding balances and payment follow-ups Maintain organized accounts receivable records Coordinate with accounting on reconciliations and supporting documentation Ensure billing accurately reflects completed work Scheduling & Job Coordination Monitor crew schedules, active jobs, and operational workflows Work with platforms such as Aspire and Azuga Identify scheduling conflicts, time discrepancies, and job delays Maintain accurate time tracking for payroll and job costing Coordinate updates between field teams and internal stakeholders Client & Administrative Support Manage inbound client inquiries and follow-ups Keep CRM pipelines current with no stale records Support executive communication, scheduling, and Microsoft Teams workflows Escalate urgent operational matters appropriately Ensure communication remains professional, documented, and actionable Reporting & Documentation Prepare reports, proposals, RFP responses, and operational summaries Conduct vendor, pricing, contract, and operational research Maintain clear and accessible documentation Support leadership with day-to-day operational execution What We’re Looking For Experience in operations coordination, administrative support, billing/invoicing, scheduling, or workflow management Strong proficiency with Excel, Outlook, Word, Teams, and OneDrive Experience working with CRM systems Excellent attention to detail and data accuracy Strong written English communication Ability to manage multiple priorities and follow-ups simultaneously Proactive, dependable, and comfortable working independently Availability during EST business hours Nice to Have Experience with Aspire, Azuga, or CompanyCam Construction, landscaping, home services, or field-service experience Payroll coordination or time-tracking experience Job costing knowledge Accounts receivable and payment follow-up experience What Success Looks Like Accurate CRM and operational data …