Business Operations Coordinator (Operations, Billing & Workflow Coordination)
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 support the day-to-day execution of business operations across CRM management, billing, scheduling, crew coordination, client communication, and administrative workflows.
This is a highly execution-focused role where success comes from maintaining operational accuracy, keeping systems organized, and ensuring nothing falls through the cracks. You’ll work directly with the Owner to support daily operations, manage multiple workflows, and help the business run efficiently through strong organization and follow-through.
If you’re detail-oriented, systems-driven, and enjoy bringing structure to fast-moving environments, this role is an excellent fit.
What You’ll Own
Operational Coordination
- Support daily operational workflows to ensure smooth business performance.
- Assist the Owner with administrative coordination and operational execution.
- Monitor workflows and proactively identify operational gaps or inefficiencies.
- Ensure tasks and updates are completed accurately and on time.
CRM & Data Management
- Maintain accurate records within CRM systems, including client information, job data, and scheduling details.
- Organize digital files across:
- Microsoft Excel
- OneDrive
- CompanyCam
- Internal systems
- Maintain clean, organized, and accurate operational data.
- Prevent discrepancies that may impact reporting, scheduling, or billing.
Billing & Invoicing
- Process invoices accurately and on schedule.
- Verify billing aligns with completed work and operational records.
- Monitor accounts receivable and follow up on outstanding balances.
- Coordinate with accounting to maintain organized financial documentation.
Crew Scheduling & Job Tracking
- Monitor schedules and job progress using:
- Identify scheduling conflicts, time discrepancies, and job delays.
- Review daily time entries for payroll processing and job costing accuracy.
- Support efficient coordination between field teams and office operations.
Client & Lead Coordination
- Manage inbound client inquiries on behalf of the Owner.
- Maintain organized CRM pipelines and follow-up activities.
- Ensure all client requests receive timely responses.
- Support professional communication throughout the client lifecycle.
Reporting & Administrative Support
- Prepare:
- Reports
- Proposals
- Responses to Requests for Proposals (RFPs)
- Conduct:
- Vendor research
- Pricing comparisons
- Municipal contract research
- Maintain organized documentation for operational and client use.
Communication Management
- Organize and manage the Owner’s email and Microsoft Teams communications.
- Respond to routine inquiries while escalating priority matters appropriately.
- Maintain organized, professional communication across all channels.
What Makes You a Strong Fit
- Highly organized with exceptional attention to detail.
- Systems-oriented and process-driven.
- Reliable with excellent follow-through.
- Comfortable managing multiple operational workflows simultaneously.
- Strong written communication skills.
- Proactive in identifying issues before they become problems.
- Able to work independently with minimal supervision.
Required Experience & Skills
Experience
- Experience in:
- Business Operations
- Administrative Support
- Billing
- Invoicing
- Operations Coordination
Technical Skills
- Strong proficiency with:
- Microsoft Excel
- Outlook
- Word
- Teams
- OneDrive
- Experience using CRM systems.
- Aspire experience is a plus but not required.
- Comfortable working across multiple operational platforms simultaneously.
Communication
- Excellent written English communication.
- Professional email management skills.
- Strong organizational and time-management abilities.
- Ability to maintain operational accuracy in fast-paced environments.
Nice-to-Have
- Experience supporting:
- Construction
- Landscaping
- Home services
- Field service businesses
- Familiarity with:
- Experience with:
- Payroll coordination
- Job costing
- Accounts receivable
- Vendor management
- Proposal preparation
What a Typical Day Looks Like
- Review schedules and operational updates.
- Process invoices and monitor payment workflows.
- Update CRM records and maintain operational data.
- Coordinate with crews, clients, and leadership.
- Review time tracking for payroll accuracy.
- Respond to emails and manage operational follow-ups.
- Prepare reports and maintain organized documentation.
In short: You keep business operations organized, accurate, and running efficiently by ensuring systems, schedules, billing, and communication remain reliable every day.
Key Metrics for Success (KPIs)
- Accurate and up-to-date CRM records.
- Error-free invoice processing.
- Accurate payroll time tracking.
- Zero missed client follow-ups.
- Timely identification of scheduling or operational issues.
- Leadership confidence in operational reliability.
Why Join Us?
- Work directly with business leadership.
- Play a critical role in daily operational success.
- High ownership across business operations and workflow coordination.
- Structured remote work environment with clear expectations.
- Opportunity to grow into:
- Operations Manager
- Executive Operations Coordinator
- Business Operations Manager
- Chief of Staff
Interview Process
- Initial Phone Screen
- Spark Hire Intro Video (3–5 minutes)
- Operations / Systems-Focused Interview
- Practical Workflow Exercise
- Final Interview
- Offer & Onboarding
What Happens After You Apply
Right after you apply, you’ll receive an email invitation from Spark Hire to record your Intro Video. This short, self-recorded video is the next step that completes your application and can be recorded whenever it’s convenient for you.
Instead of repeating yourself across multiple screening calls, you’ll introduce yourself once, and your video will be shared with the hiring team. This helps the hiring team evaluate your communication style early, making future interviews more meaningful while reducing unnecessary interview rounds.
Don’t overthink it—you can record your video as many times as you’d like before submitting it. Only your final submission will be reviewed.
Please keep an eye on both your inbox and spam folder for your Spark Hire invitation after submitting your application.
Apply Now
If you’re a highly organized operations professional who enjoys managing systems, coordinating workflows, maintaining operational accuracy, and supporting leadership in a fast-paced environment, we’d love to hear from you. Apply today and become a key contributor to a business that values consistency, accountability, and operational excellence.