Business Operations Coordinator

Business Operations Coordinator

CRM Management | Billing & Invoicing | Scheduling | Business Operations | Remote

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 support the day-to-day execution of business operations across CRM management, billing, scheduling, client communication, and administrative workflows.

This is a highly execution-focused role where you'll ensure operational systems remain accurate, invoices are processed on time, schedules stay organized, and client follow-ups never fall through the cracks.

If you're highly organized, detail-oriented, and enjoy working with systems and structured processes, this is an excellent opportunity to make a direct impact on daily business operations.

What You'll Own

Operations Coordination

• Manage daily operational workflows and administrative processes.
• Support leadership with execution-focused operational tasks.
• Monitor workflows and proactively identify process improvements.
• Ensure consistency, accuracy, and accountability across daily operations.

CRM & Data Management

• Maintain accurate and organized CRM records.
• Manage operational data across:
• CRM platforms
• Microsoft Excel
• Google Sheets
• OneDrive
• CompanyCam
• Ensure consistency across systems to prevent billing errors, reporting issues, and operational gaps.
• Maintain organized digital documentation and business records.

Billing & Invoicing

• Prepare and process invoices accurately and on time.
• Track outstanding balances and payment follow-ups.
• Maintain organized accounts receivable records.
• Coordinate with accounting regarding reconciliations and supporting documentation.
• Ensure billing aligns accurately with completed work.

Scheduling & Workforce Coordination

• Monitor schedules and operational workflows using systems such as Aspire and Azuga.
• Identify scheduling conflicts, job delays, and time discrepancies.
• Maintain accurate time tracking for payroll and job costing.
• Support efficient scheduling across active projects and field teams.

Client & Operational Support

• Respond to inbound client inquiries professionally.
• Maintain clean CRM pipelines and ensure timely follow-up.
• Track outstanding action items and operational requests.
• Support communication between clients and internal teams.

Reporting & Administrative Support

• Prepare reports, proposals, and RFP responses.
• Conduct vendor research, pricing comparisons, and operational research.
• Maintain organized documentation and filing systems.
• Support executive scheduling, Microsoft Teams communication, and operational coordination.
• Escalate urgent issues promptly and accurately.

Requirements

Must-Have Qualifications

Experience

• Previous experience in one or more of the following:
• Operations Coordination
• Administrative Support
• Billing or Invoicing
• Scheduling or Workflow Coordination

Technical Skills

• Strong proficiency with:
• Microsoft Excel
• Microsoft Outlook
• Microsoft Word
• Microsoft Teams
• OneDrive
• Experience working with CRM systems.
• Strong written English communication skills.
• Ability to maintain high levels of operational accuracy.
• Comfortable working independently in a remote environment.

Nice-to-Have

• Experience using Aspire and/or Azuga.
• Background in construction, landscaping, field service, or other operations-heavy industries.
• Experience with payroll coordination, job costing, or accounts receivable follow-up.

What Makes You a Strong Fit

• Highly organized and detail-oriented.
• Comfortable working in structured, systems-driven environments.
• Strong ownership and follow-through.
• Able to manage multiple workflows simultaneously.
• Calm under pressure with excellent prioritization skills.
• Committed to operational accuracy and consistency.

What a Typical Day Looks Like

• Update CRM records and operational systems.
• Process invoices and monitor payment activity.
• Review schedules, job progress, and workforce assignments.
• Respond to client communications and complete follow-up tasks.
• Prepare reports and maintain operational documentation.
• Support leadership with daily operational coordination.
• Identify and resolve operational inconsistencies before they become issues.

In short: You help keep the business organized, accurate, and operationally efficient by ensuring systems, schedules, billing, and client communications run smoothly every day.

Key Metrics for Success (KPIs)

• CRM and operational data accuracy.
• Timely and error-free invoicing.
• Scheduling accuracy and clean time tracking.
• Zero missed client follow-ups.
• Timely identification and resolution of operational issues.
• Leadership confidence in operational reliability.

Why Join Us?

• Fully remote work environment.
• High operational ownership with direct business impact.
• Clear workflows and structured processes.
• Collaborative team with direct access to leadership.
• Opportunity to grow into Operations Manager, Executive Operations, or Chief of Staff-level responsibilities.
• Long-term career growth within a stable, operations-focused organization.

Interview Process

1. Initial Phone Screen
2. Spark Hire Intro Video (3–5 minutes)
3. Operations / Systems-Focused Interview
4. Practical Workflow or Scenario Task
5. Final Client Interview
6. Offer & Background Verification

What Happens After You Apply

Right 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.

Instead 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.

Don'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.

Please keep an eye on both your inbox and spam folder for your Spark Hire invitation after submitting your application.

Apply Now

If you're highly organized, systems-oriented, and passionate about operational excellence, we'd love to hear from you. Apply today and help drive the day-to-day execution that keeps a growing business running efficiently.