Business Operations Coordinator

Pavago is seeking a highly organized and detail-oriented Business Operations Coordinator to support daily operations remotely during U.S. Eastern Standard Time business hours. This full-time role involves hands-on management of CRM data, billing, crew scheduling, client communication, and administrative tasks. Working closely with the Owner, the coordinator ensures operational workflows remain accurate, timely, and efficient, preventing issues before they arise. This position is ideal for someone who thrives in execution-focused environments, enjoys maintaining system integrity, and is comfortable juggling multiple responsibilities with minimal supervision.

Key Responsibilities

- Maintain accurate and up-to-date CRM records, including client, lead, job, and scheduling information across platforms such as Microsoft Excel, OneDrive, CompanyCam, and internal systems.
- Identify and resolve data inconsistencies, duplicates, or outdated information to ensure smooth billing, scheduling, and reporting processes.
- Prepare and process invoices on time, verify billing against completed work, track outstanding payments, and coordinate with accounting teams to resolve discrepancies.
- Monitor crew schedules and job assignments using platforms like Aspire or Azuga, addressing scheduling conflicts, attendance issues, time discrepancies, and job delays.
- Maintain accurate time entries and logs to support payroll and job costing, coordinating updates between field crews, management, and operational systems.
- Manage inbound leads and client communications on behalf of the Owner, ensuring CRM pipelines are current and follow-ups occur promptly to prevent stale leads or overlooked requests.
- Provide executive and administrative support by organizing the Owner’s email inbox, supporting Microsoft Teams workflows, responding to routine communications, and escalating priority items.
- Prepare operational reports, summaries, proposals, and RFP responses; conduct vendor and pricing research; and assist with operational analysis and documentation management.

Required Qualifications

- Proven experience in operations coordination, administrative support, business operations, billing/invoicing, or scheduling/workflow coordination.
- Strong proficiency with Microsoft Excel, Outlook, Word, Teams, and OneDrive.
- Experience working with CRM systems and strong spreadsheet/data management skills.
- Excellent written and verbal communication skills in English, with professional email and client communication abilities.
- Exceptional organizational skills, attention to detail, and the ability to manage multiple workflows independently.
- Comfortable working during U.S. Eastern Time business hours.
- Ability to take ownership, follow through on tasks without repeated instructions, and quickly identify discrepancies or missing information.

Preferred Qualifications and Additional Experience

- Familiarity with Aspire, Azuga, and CompanyCam platforms.
- Experience with payroll and time-tracking coordination, accounts receivable follow-ups, job costing, crew scheduling, and proposal or RFP preparation.
- Previous experience supporting an Owner or executive directly.
- Industry experience in construction, field services, staffing, logistics, landscaping, home services, or other operations-heavy businesses.

This role is systems-driven and execution-focused, emphasizing accuracy, organization, responsiveness, and consistency. The successful candidate will have established workflows and direct communication with the Owner, ensuring operational priorities are met daily.

Typical daily activities include reviewing crew schedules, updating CRM and operational records, processing invoices, verifying time entries, managing client communications, identifying workflow issues, preparing reports, and coordinating between field teams and management.

The interview process involves an initial screening call, an operations and systems-focused interview, a practical task or workflow exercise, a final interview, internal review, and onboarding. After applying, candidates will receive an invitation to complete a short introductory video via Spark Hire, which can be recorded and re-recorded before submission.

If you are highly organized, systems-oriented, experienced with CRM, billing, scheduling, Excel, and business operations, and enjoy managing multiple moving parts with accuracy, this opportunity offers a dynamic and supportive remote work environment.