Business Operations Coordinator (CRM, Billing, Scheduling & Excel) – Remote | EST HoursPosition Type: Full-Time, Remote Working Hours: U.S. Business Hours — EST RequiredAbout the RoleAt Pavago, one of our clients is hiring a highly organized Business Operations Coordinator to keep day-to-day business operations accurate, organized, and moving forward.This is a hands-on execution role, not a strategy or leadership position. You’ll work across:CRM and data managementBilling and invoicingScheduling and job trackingClient communication and follow-upsExcel reporting and documentationAdministrative and operational coordinationYour job is simple in principle: keep the systems clean, the schedules organized, the invoices accurate, and the follow-ups moving.If you’re detail-oriented, comfortable working across multiple systems, and naturally notice when something doesn’t add up, this could be a strong fit.What You’ll OwnCRM & Data ManagementMaintain accurate and up-to-date CRM recordsUpdate client, lead, job, and operational informationManage data across:CRM systemsMicrosoft Excel / Google SheetsOneDriveCompanyCamIdentify duplicate, missing, outdated, or inconsistent informationKeep pipelines current with no stale records or missed follow-upsEnsure data accuracy to prevent billing, reporting, and operational errorsBilling, Invoicing & Accounts ReceivablePrepare and process invoices accurately and on timeVerify billing information against completed workTrack outstanding invoices and payment statusesFollow up on outstanding balances when requiredMaintain organized accounts receivable recordsCoordinate with accounting on:ReconciliationsPayment recordsSupporting documentationHelp resolve billing discrepancies quicklyScheduling, Crew Coordination & Job TrackingMonitor active jobs and schedulesCoordinate operational workflows using platforms such as:AspireAzugaIdentify scheduling conflicts, delays, and time discrepanciesMaintain accurate employee and crew time recordsSupport accurate:Payroll processingJob costingSchedulingFollow up on incomplete or inconsistent operational informationClient & Lead CoordinationRespond to inbound client inquiries professionallyTrack leads and client communication within the CRMCoordinate follow-ups and next stepsEnsure client requests are routed to the appropriate personKeep communication timely, organized, and actionablePrevent inquiries and opportunities from falling through the cracksReporting & DocumentationPrepare operational reports and spreadsheetsSupport the preparation of:ProposalsRFP responsesOperational documentationConduct vendor, pricing, contract, and operational researchMaintain organized digital files and recordsEnsure information is easy to locate and consistently documentedAdministrative & Leadership SupportSupport day-to-day operational requests from leadershipAssist with:Outlook and email communicationMicrosoft TeamsSchedulingFollow-upsDocumentationRespond to routine operational communicationIdentify urgent matters and escalate them appropriatelyTrack open items through completion rather than waiting for remindersWhat Makes You a Strong FitYou:Are extremely organized and detail-orientedEnjoy structured, process-driven workCatch inconsistencies before they become problemsAre comfortable working with spreadsheets and operational systemsFollow through without needing constant remindersCan manage several workflows simultaneouslyCommunicate clearly and professionallyStay calm when priorities shiftTake ownership of accuracy and executionRequired Experience & SkillsPrevious experience in one or more of the following:Operations coordinationAdministrative supportBilling/invoicingSchedulingBusiness operationsWorkflow coordinationStrong proficiency with:Microsoft ExcelOutlookMicrosoft WordMicrosoft TeamsOneDriveExperience working with CRM systemsStrong spreadsheet and data-management skillsExcellent written and verbal English communicationStrong attention to detailAbility to manage multiple priorities and deadlinesAbility to work independently in a remote environmentAvailability during U.S. Eastern Time business hoursNice to HaveExperience with:AspireAzugaCompanyCamPayroll coordinationJob costingAccounts receivableInvoice reconciliationProposal or RFP preparationIndustry experience in:ConstructionLandscapingHome servicesField servicesOther operations-heavy businessesWhat a Typical Day Looks LikeYour day may include:Reviewing and updating CRM recordsProcessing invoices and checking payment statusesReviewing crew schedules and active jobsInvestigating time or scheduling discrepanciesUpdating Excel trackers and operational reportsResponding to client inquiriesFollowing up on leads and outstanding tasksCoordinating with accounting or operational teamsPreparing proposals or documentationSupporting leadership with administrative requestsIdentifying inconsistencies before they create downstream issuesIn short: you keep the operational engine organized, accurate, and moving.Key Metrics for SuccessHigh CRM and operational data accuracyAccurate and timely invoicingClean scheduling and time trackingZero missed client follow-upsAccurate operational reportingTimely completion of assigned workflowsProactive identification of operational issuesStrong leadership confidence in your reliability and follow-throughWhy This Role Stands OutHigh ownership over day-to-day business operationsDirect visibility with leadershipExposure to billing, CRM, scheduling, client operations, and reportingClear processes and measurable responsibilitiesFully remote working environmentLong-term opportunity to grow into:Operations ManagerExecutive OperationsBusiness OperationsChief of Staff-style responsibilitiesInterview ProcessInitial Screening CallOperations & Systems-Focused InterviewPractical Workflow / Scenario AssessmentFinal InterviewInternal Review & OfferWhat Happens After You ApplyRight after you apply, you’ll receive an email invitation from Spark Hire to record your Intro Video. It’s a short, self-recorded video completed on your own time and is the final step needed to complete your application.Instead of repeating your background across multiple screening calls, you get to introduce yourself once and give the hiring team a better sense of your experience and communication before the first interview.Don’t overthink it. You can record your responses multiple times, and discarded takes are not shared.Please check both your inbox and spam folder for the Spark Hire invitation.Apply NowIf you:Are highly organized and systems-orientedHave experience with CRM, Excel, billing, scheduling, or operationsCare deeply about accuracy and follow-throughCan manage multiple moving parts without losing detailsEnjoy hands-on operational executionWe’d love to hear from you.#BusinessOperations #OperationsCoordinator #CRM #Excel #Billing #Invoicing #Scheduling #AdministrativeSupport #OperationsJobs #RemoteJobs #EST #BusinessOperationsCoordinator
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 highly organized Business Operations Coordinator to keep day-to-day business operations accurate, organized, and moving forward.
This is a hands-on execution role, not a strategy or leadership position. You’ll work across:
- CRM and data management
- Billing and invoicing
- Scheduling and job tracking
- Client communication and follow-ups
- Excel reporting and documentation
- Administrative and operational coordination
Your job is simple in principle: keep the systems clean, the schedules organized, the invoices accurate, and the follow-ups moving.
If you’re detail-oriented, comfortable working across multiple systems, and naturally notice when something doesn’t add up, this could be a strong fit.
What You’ll Own
CRM & Data Management
- Maintain accurate and up-to-date CRM records
- Update client, lead, job, and operational information
- Manage data across:
- CRM systems
- Microsoft Excel / Google Sheets
- OneDrive
- CompanyCam
- Identify duplicate, missing, outdated, or inconsistent information
- Keep pipelines current with no stale records or missed follow-ups
- Ensure data accuracy to prevent billing, reporting, and operational errors
Billing, Invoicing & Accounts Receivable
- Prepare and process invoices accurately and on time
- Verify billing information against completed work
- Track outstanding invoices and payment statuses
- Follow up on outstanding balances when required
- Maintain organized accounts receivable records
- Coordinate with accounting on:
- Reconciliations
- Payment records
- Supporting documentation
- Help resolve billing discrepancies quickly
Scheduling, Crew Coordination & Job Tracking
- Monitor active jobs and schedules
- Coordinate operational workflows using platforms such as:
- Identify scheduling conflicts, delays, and time discrepancies
- Maintain accurate employee and crew time records
- Support accurate:
- Payroll processing
- Job costing
- Scheduling
- Follow up on incomplete or inconsistent operational information
Client & Lead Coordination
- Respond to inbound client inquiries professionally
- Track leads and client communication within the CRM
- Coordinate follow-ups and next steps
- Ensure client requests are routed to the appropriate person
- Keep communication timely, organized, and actionable
- Prevent inquiries and opportunities from falling through the cracks
Reporting & Documentation
- Prepare operational reports and spreadsheets
- Support the preparation of:
- Proposals
- RFP responses
- Operational documentation
- Conduct vendor, pricing, contract, and operational research
- Maintain organized digital files and records
- Ensure information is easy to locate and consistently documented
Administrative & Leadership Support
- Support day-to-day operational requests from leadership
- Assist with:
- Outlook and email communication
- Microsoft Teams
- Scheduling
- Follow-ups
- Documentation
- Respond to routine operational communication
- Identify urgent matters and escalate them appropriately
- Track open items through completion rather than waiting for reminders
What Makes You a Strong Fit
You:
- Are extremely organized and detail-oriented
- Enjoy structured, process-driven work
- Catch inconsistencies before they become problems
- Are comfortable working with spreadsheets and operational systems
- Follow through without needing constant reminders
- Can manage several workflows simultaneously
- Communicate clearly and professionally
- Stay calm when priorities shift
- Take ownership of accuracy and execution
Required Experience & Skills
- Previous experience in one or more of the following:
- Operations coordination
- Administrative support
- Billing/invoicing
- Scheduling
- Business operations
- Workflow coordination
- Strong proficiency with:
- Microsoft Excel
- Outlook
- Microsoft Word
- Microsoft Teams
- OneDrive
- Experience working with CRM systems
- Strong spreadsheet and data-management skills
- Excellent written and verbal English communication
- Strong attention to detail
- Ability to manage multiple priorities and deadlines
- Ability to work independently in a remote environment
- Availability during U.S. Eastern Time business hours
Nice to Have
Experience with:
- Aspire
- Azuga
- CompanyCam
- Payroll coordination
- Job costing
- Accounts receivable
- Invoice reconciliation
- Proposal or RFP preparation
Industry experience in:
- Construction
- Landscaping
- Home services
- Field services
- Other operations-heavy businesses
What a Typical Day Looks Like
Your day may include:
- Reviewing and updating CRM records
- Processing invoices and checking payment statuses
- Reviewing crew schedules and active jobs
- Investigating time or scheduling discrepancies
- Updating Excel trackers and operational reports
- Responding to client inquiries
- Following up on leads and outstanding tasks
- Coordinating with accounting or operational teams
- Preparing proposals or documentation
- Supporting leadership with administrative requests
- Identifying inconsistencies before they create downstream issues
In short: you keep the operational engine organized, accurate, and moving.
Key Metrics for Success
- High CRM and operational data accuracy
- Accurate and timely invoicing
- Clean scheduling and time tracking
- Zero missed client follow-ups
- Accurate operational reporting
- Timely completion of assigned workflows
- Proactive identification of operational issues
- Strong leadership confidence in your reliability and follow-through
Why This Role Stands Out
- High ownership over day-to-day business operations
- Direct visibility with leadership
- Exposure to billing, CRM, scheduling, client operations, and reporting
- Clear processes and measurable responsibilities
- Fully remote working environment
- Long-term opportunity to grow into:
- Operations Manager
- Executive Operations
- Business Operations
- Chief of Staff-style responsibilities
Interview Process
- Initial Screening Call
- Operations & Systems-Focused Interview
- Practical Workflow / Scenario Assessment
- Final Interview
- Internal Review & Offer
What Happens After You Apply
Right after you apply, you’ll receive an email invitation from Spark Hire to record your Intro Video. It’s a short, self-recorded video completed on your own time and is the final step needed to complete your application.
Instead of repeating your background across multiple screening calls, you get to introduce yourself once and give the hiring team a better sense of your experience and communication before the first interview.
Don’t overthink it. You can record your responses multiple times, and discarded takes are not shared.
Please check both your inbox and spam folder for the Spark Hire invitation.
Apply Now
If you:
- Are highly organized and systems-oriented
- Have experience with CRM, Excel, billing, scheduling, or operations
- Care deeply about accuracy and follow-through
- Can manage multiple moving parts without losing details
- Enjoy hands-on operational execution
We’d love to hear from you.
#BusinessOperations #OperationsCoordinator #CRM #Excel #Billing #Invoicing #Scheduling #AdministrativeSupport #OperationsJobs #RemoteJobs #EST #BusinessOperationsCoordinator
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!"
