Business Operations Coordinator

### **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](https://himalayas.app/companies/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: * Aspire * Azuga * 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: * Aspire * Azuga * 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. Originally posted on [Himalayas](https://himalayas.app)