Business Operations Coordinator (CRM, Billing, Scheduling & Operations) – Remote | EST 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 and execution-focused Business Operations Coordinator to keep daily operations accurate, organized, and moving forward. You’ll work directly with the Owner and support critical workflows across: • CRM and data management • Billing and invoicing • Crew scheduling and job tracking • Client communication and follow-ups • Administrative coordination • Reporting and documentation This is not a strategic management role. It’s a hands-on operations position for someone who enjoys managing details, keeping systems clean, following through on open items, and solving problems before they create bigger issues. If you’re organized, responsive, systems-oriented, and naturally notice when something doesn’t add up, this could be a strong fit. What You’ll Own CRM & Operational Data Management • Maintain accurate and up-to-date CRM records • Update client, lead, job, scheduling, and operational information • Manage data and documentation across: • Microsoft Excel • OneDrive • CompanyCam • CRM and internal systems • Identify missing, duplicate, outdated, or inconsistent information • Keep operational records clean, current, and organized • Ensure data accuracy to prevent downstream billing, scheduling, and reporting issues Billing, Invoicing & Accounts Receivable • Prepare and process invoices accurately and on time • Verify billing against completed work and time records • Track outstanding invoices and payment statuses • Follow up on accounts receivable items as needed • Coordinate with accounting teams on documentation and reconciliations • Identify and resolve billing or reporting discrepancies • Help ensure accurate information for payroll and job costing Crew Scheduling & Job Tracking • Monitor crew schedules, assignments, and active jobs • Work within Aspire, Azuga, or similar operational platforms • Identify: • Scheduling conflicts • Attendance issues • Time discrepancies • Job delays • Missing operational information • Maintain accurate time entries and logs for payroll and job costing • Coordinate updates between field crews, management, and operational systems Client & Lead Coordination • Manage inbound leads and client communication on behalf of the Owner • Keep CRM pipelines accurate and current • Track inquiries, requests, opportunities, and next steps • Ensure follow-ups happen consistently and on time • Prevent leads and client requests from becoming stale or overlooked • Communicate professionally with clients, vendors, and other stakeholders Executive & Administrative Support • Help organize the Owner’s email inbox and communication • Support Microsoft Teams workflows and daily coordination • Respond to routine communication when appropriate • Flag and escalate priority items quickly • Track administrative requests and follow-ups through completion • Help the Owner stay organized across day-to-day operational priorities Reporting, Documentation & Research • Prepare: • Operational reports • Summaries • Proposals • RFP responses • Conduct vendor and pricing research • Assist with operational analysis and comparisons • Maintain organized internal and external documentation • Support operational tracking and reporting initiatives What Makes You a Strong Fit You: • Are highly organized with exceptional attention to detail • Take ownership instead of waiting for repeated instructions • Have strong operational follow-through • Are comfortable working across multiple systems simultaneously • Can quickly identify discrepancies and missing information • Communicate clearly and professionally • Stay organized when priorities change • Can work independently with minimal supervision • Enjoy execution-heavy, process-driven work Required Experience & Skills • Previous experience in: • Operations coordination • Administrative support • Business operations • Billing/invoicing • Scheduling or workflow coordination • Strong proficiency with: • Microsoft Excel • Outlook • Word • Microsoft Teams • OneDrive • Experience working with CRM systems • Strong spreadsheet and data-management skills • Excellent written and verbal English communication • Professional email and client communication skills • Strong organizational and time-management abilities • High attention to detail and accuracy • Ability to manage multiple workflows independently • Availability during U.S. Eastern Time business hours Nice to Have • Experience with Aspire • Experience with Azuga • Experience with CompanyCam • Payroll and time-tracking coordination • Accounts receivable follow-ups • Job costing • Crew or workforce scheduling • Proposal or RFP preparation • Experience directly supporting an Owner or executive Industry experience in: • Construction • Field services • Staffing • Logistics • Landscaping • Home services • Other operations-heavy businesses What a Typical Day Looks Like Your day may include: • Reviewing crew schedules and active jobs • Updating CRM and operational records • Processing invoices and checking outstanding payments • Reviewing time entries for payroll and job costing • Responding to client inquiries and following up on open items • Managing the Owner’s operational communication • Identifying scheduling or workflow issues before they cause delays • Preparing reports, proposals, and documentation • Coordinating updates across field teams and management In short: you keep the business organized, responsive, accurate, and moving forward every day. Key Metrics for Success • Accurate and current CRM records • On-time, error-free invoice processing • Accurate time tracking and payroll coordination • Organized crew schedules and job records • Zero missed client follow-ups • Minimal stale leads or pipeline gaps • Fast identification of operational issues • Accurate and organized doc