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Business Operations Coordinator

Pavago

Responsibilities

  • Maintain clean, accurate, and up-to-date CRM records
  • Manage operational data across:
  • Excel / Google Sheets
  • OneDrive
  • CompanyCam
  • CRM systems
  • Ensure information remains consistent across systems
  • Identify and correct discrepancies before they create billing or reporting issues
  • Maintain organized digital records and documentation
  • Keep pipelines current with no stale records or missed follow-ups
  • Prepare and process invoices accurately and on time
  • Ensure billing aligns with completed work and operational records
  • Track outstanding balances and payment statuses
  • Follow up on accounts receivable when needed
  • Coordinate with accounting on reconciliations and supporting documentation
  • Maintain accurate and organized billing records
  • Identify discrepancies and resolve or escalate them promptly
  • Coordinate crew and job schedules using systems such as Aspire and Azuga
  • Monitor active jobs, schedules, and operational workflows
  • Identify scheduling conflicts, job delays, and time discrepancies
  • Maintain accurate time-tracking records
  • Operational reporting
  • Communicate scheduling changes to the appropriate stakeholders
  • Manage inbound client inquiries and routine communication
  • Track leads, clients, and follow-up activity within the CRM
  • Ensure inquiries receive timely responses
  • Coordinate follow-ups so opportunities and client requests aren’t missed
  • Maintain clear notes and communication history
  • Escalate urgent client matters appropriately
  • Prepare operational reports and summaries
  • Assist with proposals and RFP responses
  • Conduct vendor and pricing research
  • Support contract and operational research
  • Maintain structured documentation and shared files
  • Compile accurate information for leadership decision-making
  • Support leadership with execution-heavy operational responsibilities
  • Assist with executive email and communication workflows
  • Coordinate meetings and scheduling
  • Manage communication through Microsoft Outlook and Teams
  • Keep action items organized and ensure follow-through
  • Identify process gaps or inconsistencies proactively

Escalate time-sensitive matters quickly and accurately

  • You may start your day reviewing schedules and active jobs, checking for time discrepancies or operational issues, and updating CRM records.
  • From there, you might process invoices, review outstanding payments, respond to client inquiries, coordinate scheduling changes, update spreadsheets, prepare a report for leadership, or follow up on incomplete operational tasks.
  • Throughout the day, you’ll keep systems organized and ensure important details don’t get lost between clients, crews, accounting, and leadership.
  • In short: you keep the business organized, accurate, and moving forward day-to-day.
  • Clean accounts receivable tracking
  • Proactive identification of discrepancies and issues

Requirements

  • Previous experience in one or more of the following:
  • Operations coordination
  • Billing and invoicing
  • Scheduling
  • Workflow coordination
  • Strong proficiency with:
  • Microsoft Excel
  • Strong spreadsheet and data-management skills
  • Excellent written English communication
  • High attention to detail and accuracy
  • Ability to manage multiple workflows and deadlines simultaneously
  • Strong organizational and follow-through skills
  • Comfortable working independently in a remote environment
  • Availability to work U.S. EST business hours

Preferred

  • Experience with Aspire
  • Experience with Azuga
  • Familiarity with CompanyCam
  • Accounts receivable and payment follow-up experience
  • Experience preparing proposals or RFP responses

Business Operations Coordinator

Pavago · Belize (Remote) · — · Posted 2026-10-12

Description

Business Operations Coordinator – CRM, Billing, Scheduling & Excel | Remote

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, client communication, data management, and administrative workflows.

This is a hands-on, execution-focused role, not a strategy or leadership position.

You’ll be responsible for keeping operational systems accurate, invoices moving, schedules organized, records up to date, and client follow-ups on track.

If you’re highly organized, detail-oriented, comfortable working across multiple systems, and enjoy making sure nothing falls through the cracks, this role is a strong fit.

Scheduling & Job Tracking

  • Support accurate data for:
  • Payroll processing
  • Job costing

Must-Have Experience & Skills

  • Administrative support
  • Outlook
  • Word
  • Teams
  • OneDrive
  • Experience working with CRM systems

Nice to Have

  • Experience in:
  • Construction
  • Landscaping
  • Field services
  • Operations-heavy service businesses
  • Experience coordinating payroll or employee time tracking
  • Understanding of job costing

Tools & Tech

Microsoft Excel | Outlook | Word | Teams | OneDrive | Aspire | Azuga | CompanyCam | CRM Systems | Google Sheets

What Makes You a Strong Fit

You’re extremely organized and detail-oriented

  • You care about getting information right the first time
  • You naturally notice missing information, inconsistencies, and unfinished tasks

You’re comfortable working inside structured systems and processes

  • You can manage several operational workflows without dropping details
  • You proactively follow up instead of waiting to be reminded
  • You remain calm and organized when priorities shift
  • You take ownership of execution and follow-through

Key Metrics for Success

  • CRM and operational data accuracy
  • Accurate and timely invoicing
  • Scheduling and time-tracking accuracy
  • Zero missed client follow-ups
  • Timely completion of operational tasks
  • Leadership confidence in operational reliability

Operational Environment

  • This role is execution-heavy, systems-driven, and detail-critical.
  • You’ll have clear workflows, defined expectations, and direct access to leadership while taking ownership of:

Growth Path

  • Strong performance can create opportunities to grow into roles such as:
  • Operations Manager | Senior Operations Coordinator | Executive Operations | Chief of Staff-style responsibilities

Interview Process

  • Initial Screening Call
  • Spark Hire Video Interview
  • Operations / Systems-Focused Interview
  • Practical Workflow or Scenario Task
  • Final Interview
  • Internal Review & Offer

Apply Now

If you’re highly organized, systems-oriented, strong with CRM management, Excel, billing, scheduling, and administrative operations, and you take pride in keeping a business running accurately behind the scenes, we’d love to hear from you.

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