Business Operations Coordinator

Job description

About this role

Business Operations Coordinator (Operations, CRM, Billing & Scheduling) 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, 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 detail-oriented, systems-driven, and thrive in structured environments, this role is a great fit.

Responsibilities

• Maintain daily operational workflows and administrative processes.
• Support leadership with execution-focused operational tasks.
• Identify process gaps and improve operational efficiency.
• Ensure consistent follow-through across business operations.
• Maintain clean and accurate CRM records.
• Manage operational data using Excel, Google Sheets, OneDrive, CompanyCam, and CRM platforms.
• Keep digital records organized and up to date.
• Ensure data accuracy to support billing and reporting.
• Process invoices accurately and on time.
• Track outstanding payments and follow up on accounts receivable.
• Coordinate with accounting on reconciliations and supporting documentation.
• Ensure billing aligns with completed work.
• Monitor schedules and workflows using Aspire, Azuga, or similar platforms.
• Identify scheduling conflicts, job delays, and time discrepancies.
• Support payroll time tracking and job costing.
• Manage client communication and ensure timely follow-ups.
• Prepare reports, proposals, and operational documentation.
• Conduct vendor and pricing research as needed.
• Support executive scheduling, email management, and Microsoft Teams communication.

Qualifications and requirements

• Experience in operations coordination, administrative support, billing, scheduling, or workflow coordination.
• Strong proficiency with Microsoft Excel, Outlook, Word, Teams, and OneDrive.
• Experience using CRM systems (Aspire experience is a plus).
• Strong written communication and organizational skills.
• High attention to detail and ability to work independently in a remote environment.
• Experience with Aspire or Azuga.
• Background in construction, landscaping, field services, or operations-heavy businesses.
• Experience with payroll coordination, job costing, or accounts receivable.