About the role
Business Operations Coordinator – CRM, Billing & Scheduling
Full-Time | Remote | U.S. Business Hours (EST)
About the Role
At Pavago, one of our clients is hiring a highly organized Business Operations Coordinator to keep day-to-day operations running accurately and efficiently.
This is a hands-on, execution-focused role covering CRM management, billing, scheduling, client communication, workforce coordination, and administrative operations.
You’ll be responsible for making sure data stays accurate, invoices go out correctly, schedules remain organized, and no important follow-up falls through the cracks.
What You’ll Do
CRM & Operations Management
Maintain accurate and up-to-date CRM and operational records
Manage data across Excel, Google Sheets, OneDrive, CompanyCam, and CRM systems
Keep documentation, workflows, and digital records organized
Identify discrepancies or process gaps before they create operational issues
Billing & Invoicing
Process invoices accurately and on time
Track outstanding balances and payment follow-ups
Maintain organized accounts receivable records
Coordinate with accounting on reconciliations and supporting documentation
Ensure billing accurately reflects completed work
Scheduling & Job Coordination
Monitor crew schedules, active jobs, and operational workflows
Work with platforms such as Aspire and Azuga
Identify scheduling conflicts, time discrepancies, and job delays
Maintain accurate time tracking for payroll and job costing
Coordinate updates between field teams and internal stakeholders
Client & Administrative Support
Manage inbound client inquiries and follow-ups
Keep CRM pipelines current with no stale records
Support executive communication, scheduling, and Microsoft Teams workflows
Escalate urgent operational matters appropriately
Ensure communication remains professional, documented, and actionable
Reporting & Documentation
Prepare reports, proposals, RFP responses, and operational summaries
Conduct vendor, pricing, contract, and operational research
Maintain clear and accessible documentation
Support leadership with day-to-day operational execution
What We’re Looking For
Experience in operations coordination, administrative support, billing/invoicing, scheduling, or workflow management
Strong proficiency with Excel, Outlook, Word, Teams, and OneDrive
Experience working with CRM systems
Excellent attention to detail and data accuracy
Strong written English communication
Ability to manage multiple priorities and follow-ups simultaneously
Proactive, dependable, and comfortable working independently
Availability during EST business hours
Nice to Have
Experience with Aspire, Azuga, or CompanyCam
Construction, landscaping, home services, or field-service experience
Payroll coordination or time-tracking experience
Job costing knowledge
Accounts receivable and payment follow-up experience
What Success Looks Like
Accurate CRM and operational data
Timely, error-free invoicing
Organized schedules and accurate time tracking
No missed client follow-ups
Clean and reliable documentation
Operational issues identified and resolved proactively
Leadership can confidently rely on your execution and follow-through
Why Join?
Fully remote opportunity
High ownership over daily business operations
Direct collaboration with leadership
Clear workflows and measurable expectations
Exposure to billing, CRM, scheduling, and field operations
Growth opportunities into Operations Manager, Executive Operations, or Chief of Staff-style roles
Interview Process
Initial Application Review
Spark Hire Intro Video
Operations & Systems Interview
Practical Workflow / Scenario Exercise
Final Client Interview
Offer & Onboarding
What Happens After You Apply
Qualified candidates will receive a Spark Hire invitation to complete a short Intro Video. This helps the hiring team learn more about your communication skills, operations experience, and ability to manage detail-heavy workflows.
Please check your inbox and spam/junk folder for the invitation.
Apply Now
If you’re highly organized, systems-oriented, and experienced in CRM management, billing, scheduling, and operational coordination, we’d love to hear from you.
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Originally posted on Himalayas