Business Operations Coordinator (CRM, Billing, Scheduling, Excel) – Remote | EST HoursPosition Type: Full-Time, Remote Working Hours: U.S. Business Hours (EST Required)About the RoleAt Pavago, one of our clients is hiring a Business Operations Coordinator to manage the day-to-day operational execution of the business across:CRM managementBilling and invoicingScheduling and workforce coordinationClient communicationAdministrative workflowsThis is a highly execution-focused role — not a strategy or leadership position.Your responsibility is to ensure:Data stays accurateInvoices are processed correctlySchedules stay organizedClient follow-ups never get missedOperations run smoothly day-to-dayIf you thrive in:Structured environmentsDetail-heavy operational workSystems and process managementThis role is a strong fit.What You’ll OwnCore Operations ExecutionMaintain daily operational workflows across the businessSupport leadership with execution-heavy operational tasksIdentify inefficiencies or process gaps proactivelyEnsure operational consistency and follow-throughCRM & Data Management (Critical)Maintain clean and accurate CRM recordsManage operational data across:Excel / Google SheetsOneDriveCompanyCamCRM systemsEnsure consistency across systems to prevent:Billing issuesReporting errorsOperational gapsMaintain organized digital records and documentationInvoicing & Billing CoordinationProcess invoices accurately and on timeTrack outstanding balances and payment follow-upsMaintain organized accounts receivable recordsCoordinate with accounting on reconciliations and documentationEnsure billing aligns correctly with completed workCrew Scheduling & Job TrackingMonitor schedules and operational workflows using:AspireAzugaIdentify:Scheduling conflictsTime discrepanciesJob delaysEnsure accurate time tracking for:Payroll processingJob costingHelp maintain operational efficiency across active jobsLead & Client CoordinationManage inbound client inquiries and communicationMaintain updated CRM pipelines with zero stale recordsTrack follow-ups and ensure timely responsesSupport client coordination and operational communicationReporting, Documentation & ResearchPrepare:ReportsProposalsRFP responsesConduct:Vendor researchPricing comparisonsContract and operational researchMaintain structured, organized documentation systemsAdministrative & Communication SupportHelp manage:Executive email communicationMicrosoft Teams workflowsScheduling coordinationRespond to routine operational communicationEscalate urgent matters quickly and accuratelyKeep communication organized and actionableWhat Success Looks LikeCRM and operational systems remain clean and accurateInvoices are processed correctly and on timeSchedules stay organized without operational conflictsClient follow-ups never get missedLeadership has confidence in operational execution and reliabilityWhat Makes You a Strong FitExtremely detail-oriented and organizedComfortable in structured, systems-driven environmentsProactive and ownership-focusedAble to manage multiple workflows simultaneouslyStrong operational follow-through and accountabilityCalm and organized under pressureRequirements (Must-Have)ExperienceExperience in:Operations coordinationAdministrative supportBilling or invoicingScheduling or workflow coordinationCore SkillsStrong proficiency in:Microsoft ExcelOutlookWordTeamsOneDriveCRM experience (Aspire experience is a plus)Strong written communication skillsAbility to maintain high operational accuracyComfortable working independently in remote environmentsNice to HaveExperience with:AspireAzugaBackground in:ConstructionLandscapingField service businessesOperations-heavy environmentsExperience with:Payroll coordinationJob costingAccounts receivable follow-upsWhat a Typical Day Looks LikeUpdate CRM and operational recordsProcess invoices and monitor paymentsReview schedules and job progressRespond to client communication and follow-upsSupport leadership with operational coordinationPrepare reports and maintain documentationIdentify and resolve operational inconsistenciesIn short: You help keep the business organized, operationally efficient, and running accurately day-to-day.Key Metrics (KPIs)CRM and operational data accuracyError-free invoicing and billingScheduling accuracy and clean time trackingZero missed client follow-upsProactive operational issue identificationLeadership confidence in operational reliabilityOperational Environment (Important)This role is:Execution-heavySystems-drivenDetail-criticalYou will have:Clear workflowsDefined expectationsDirect access to leadershipYou are responsible for:AccuracyConsistencyFollow-throughOperational reliabilityWhy This Role Stands OutHigh operational ownershipDirect impact on daily business performanceClear expectations and structureOpportunity to grow into:Operations ManagerExecutive OperationsChief of Staff-style responsibilitiesFully remote environment with long-term growth potentialInterview ProcessInitial Screening CallOperations / Systems-Focused InterviewPractical Workflow or Scenario TaskFinal InterviewInternal Review & OfferApply NowIf you:Are highly organized and systems-orientedCare deeply about accuracy and follow-throughCan manage multiple moving parts without dropping detailsEnjoy operational execution and process coordinationThis is a strong opportunity to step into a high-impact operations role.
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:
- 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:
- 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.
Pavago - Connecting You to Global Remote Opportunities 🌍At Pavago, we redefine the boundaries of talent recruitment. Dive into a world where your geographical location doesn't restrict your career aspirations. As a distinguished international recruitment agency, we specialize in connecting remote talents with companies eager to tap into global expertise.🌟 Why Consider Opportunities Through Pavago?Competitive Pay: Command the salary you deserve, regardless of where you reside.Broad Horizons: Unlock a wide array of remote positions spanning diverse industries and regions.Skill Enrichment: Work alongside international teams, contribute your unique insights, and amplify your career trajectory.Whether you're a seasoned professional hunting for a novel global venture or a budding talent keen on leaving an international imprint, Pavago is your conduit to businesses that appreciate and seek out worldwide perspectives.Embrace a realm where opportunities transcend borders. Together, let's pioneer the next era of remote work. 🚀Explore global opportunities with us today!"
Pavago - Connecting You to Global Remote Opportunities 🌍
At Pavago, we redefine the boundaries of talent recruitment. Dive into a world where your geographical location doesn't restrict your career aspirations. As a distinguished international recruitment agency, we specialize in connecting remote talents with companies eager to tap into global expertise.
🌟 Why Consider Opportunities Through Pavago?
Competitive Pay: Command the salary you deserve, regardless of where you reside.
Broad Horizons: Unlock a wide array of remote positions spanning diverse industries and regions.
Skill Enrichment: Work alongside international teams, contribute your unique insights, and amplify your career trajectory.
Whether you're a seasoned professional hunting for a novel global venture or a budding talent keen on leaving an international imprint, Pavago is your conduit to businesses that appreciate and seek out worldwide perspectives.
Embrace a realm where opportunities transcend borders. Together, let's pioneer the next era of remote work. 🚀
Explore global opportunities with us today!"
