Description
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
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.

📌 Business Operations Coordinator (Perú)
🏢 Pavago
📍 Perú