Business Operations Coordinator (CRM, Billing, Scheduling & Operations) – Remote | EST

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 and execution-focused Business Operations Coordinator to keep daily operations accurate, organized, and moving forward.

You’ll work directly with the Owner and support critical workflows across:

• CRM and data management
• Billing and invoicing
• Crew scheduling and job tracking
• Client communication and follow-ups
• Administrative coordination
• Reporting and documentation

This is not a strategic management role. It’s a hands-on operations position for someone who enjoys managing details, keeping systems clean, following through on open items, and solving problems before they create bigger issues.

If you’re organized, responsive, systems-oriented, and naturally notice when something doesn’t add up, this could be a strong fit.

What You’ll Own

CRM & Operational Data Management

• Maintain accurate and up-to-date CRM records
• Update client, lead, job, scheduling, and operational information
• Manage data and documentation across:
• Microsoft Excel
• OneDrive
• CompanyCam
• CRM and internal systems
• Identify missing, duplicate, outdated, or inconsistent information
• Keep operational records clean, current, and organized
• Ensure data accuracy to prevent downstream billing, scheduling, and reporting issues

Billing, Invoicing & Accounts Receivable

• Prepare and process invoices accurately and on time
• Verify billing against completed work and time records
• Track outstanding invoices and payment statuses
• Follow up on accounts receivable items as needed
• Coordinate with accounting teams on documentation and reconciliations
• Identify and resolve billing or reporting discrepancies
• Help ensure accurate information for payroll and job costing

Crew Scheduling & Job Tracking

• Monitor crew schedules, assignments, and active jobs
• Work within Aspire, Azuga, or similar operational platforms
• Identify:
• Scheduling conflicts
• Attendance issues
• Time discrepancies
• Job delays
• Missing operational information
• Maintain accurate time entries and logs for payroll and job costing
• Coordinate updates between field crews, management, and operational systems

Client & Lead Coordination

• Manage inbound leads and client communication on behalf of the Owner
• Keep CRM pipelines accurate and current
• Track inquiries, requests, opportunities, and next steps
• Ensure follow-ups happen consistently and on time
• Prevent leads and client requests from becoming stale or overlooked
• Communicate professionally with clients, vendors, and other stakeholders

Executive & Administrative Support

• Help organize the Owner’s email inbox and communication
• Support Microsoft Teams workflows and daily coordination
• Respond to routine communication when appropriate
• Flag and escalate priority items quickly
• Track administrative requests and follow-ups through completion
• Help the Owner stay organized across day-to-day operational priorities

Reporting, Documentation & Research

• Prepare:
• Operational reports
• Summaries
• Proposals
• RFP responses
• Conduct vendor and pricing research
• Assist with operational analysis and comparisons
• Maintain organized internal and external documentation
• Support operational tracking and reporting initiatives

What Makes You a Strong Fit

You:

• Are highly organized with exceptional attention to detail
• Take ownership instead of waiting for repeated instructions
• Have strong operational follow-through
• Are comfortable working across multiple systems simultaneously
• Can quickly identify discrepancies and missing information
• Communicate clearly and professionally
• Stay organized when priorities change
• Can work independently with minimal supervision
• Enjoy execution-heavy, process-driven work

Required Experience & Skills

• Previous experience in:
• Operations coordination
• Administrative support
• Business operations
• Billing/invoicing
• Scheduling or workflow coordination
• Strong proficiency with:
• Microsoft Excel
• Outlook
• Word
• Microsoft Teams
• OneDrive
• Experience working with CRM systems
• Strong spreadsheet and data-management skills
• Excellent written and verbal English communication
• Professional email and client communication skills
• Strong organizational and time-management abilities
• High attention to detail and accuracy
• Ability to manage multiple workflows independently
• Availability during U.S. Eastern Time business hours

Nice to Have

• Experience with Aspire
• Experience with Azuga
• Experience with CompanyCam
• Payroll and time-tracking coordination
• Accounts receivable follow-ups
• Job costing
• Crew or workforce scheduling
• Proposal or RFP preparation
• Experience directly supporting an Owner or executive

Industry experience in:

• Construction
• Field services
• Staffing
• Logistics
• Landscaping
• Home services
• Other operations-heavy businesses

What a Typical Day Looks Like

Your day may include:

• Reviewing crew schedules and active jobs
• Updating CRM and operational records
• Processing invoices and checking outstanding payments
• Reviewing time entries for payroll and job costing
• Responding to client inquiries and following up on open items
• Managing the Owner’s operational communication
• Identifying scheduling or workflow issues before they cause delays
• Preparing reports, proposals, and documentation
• Coordinating updates across field teams and management

In short: you keep the business organized, responsive, accurate, and moving forward every day.

Key Metrics for Success

• Accurate and current CRM records
• On-time, error-free invoice processing
• Accurate time tracking and payroll coordination
• Organized crew schedules and job records
• Zero missed client follow-ups
• Minimal stale leads or pipeline gaps
• Fast identification of operational issues
• Accurate and organized documentation
• Strong Owner confidence in your reliability and follow-through

What to Expect in This Role

This is a systems-driven, detail-critical, execution-focused position.

You’ll have established workflows, direct communication with the Owner, and clear expectations around follow-through.

Your ownership centers on four things: accuracy, organization, responsiveness, and consistency.

Interview Process

1. Initial Screening Call
2. Operations & Systems-Focused Interview
3. Practical Task / Workflow Exercise
4. Final Interview
5. Internal Review & Approval
6. Offer & Onboarding

What Happens After You Apply

After applying, you’ll receive an email invitation from Spark Hire to complete a short Intro Video. This self-recorded video is an important step in completing your application and gives the hiring team an opportunity to learn more about your experience and communication before the interview stage.

You can record your responses on your own time and re-record them if needed before submitting.

Please check both your inbox and spam/junk folder for the Spark Hire invitation.

Apply Now

If you:

• Are highly organized and systems-oriented
• Have experience with CRM, billing, scheduling, Excel, or business operations
• Take ownership of follow-ups and execution
• Can manage multiple moving parts without losing accuracy
• Enjoy keeping operational workflows organized and reliable

We’d love to hear from you.

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