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)
🏢 Empresa reconocida
📍 Perú