Pavago
Staffing and Recruiting
BusinessOperationsCoordinator
Neural analysis suggests this role is
optimal for Mid+ candidates.
“Business Operations Coordinator at Pavago. Skills: operations coordination, administrative support, invoicing, billing, CRM systems, Microsoft Office Suite, attention to detail, organizational skills, time management skills. Maintain daily operational workflows to ensure smooth business performance.. Support the Owner with administrative and operational coordination tasks.”
What You'll Achieve.
Accurate and up-to-date CRM and operational records.; On-time and error-free invoice processing.; Clean time tracking and payroll coordination.; No missed client follow-ups or pipeline stagnation.; Proactive identification of scheduling or operational issues.; High confidence from leadership in operational reliability.
Industry & Context.
Identify inefficiencies or gaps and flag them proactively.; Identify scheduling conflicts, time discrepancies, or job delays proactively.; proactive problem identification
U. S. Business Hours (EST Required)
What They're Looking For.
Must Have
Proven experience in operations coordination, administrative support, invoicing, or billing., Experience working across multiple systems and platforms simultaneously., High proficiency in Microsoft Office Suite (Excel, Outlook, Word, Teams, OneDrive)., Experience with CRM systems., written communication skills with professional email management ability., High attention to detail with the ability to spot discrepancies quickly., Self-motivated operator capable of working independently with minimal supervision., organizational and time management skills in fast-moving environments.
Nice to Have
Aspire experience is a plus but not required.
What You'll Do.
Maintain daily operational workflows to ensure smooth business performance.
Support the Owner with administrative and operational coordination tasks.
Identify inefficiencies or gaps and flag them proactively.
Maintain and update records inside CRM
and scheduling details are accurate and current.
Organize and manage digital files across platforms such as Excel
Ensure data accuracy across systems to prevent reporting or billing errors.
Process invoices and ensure billing aligns accurately with completed work.
Follow up on outstanding payments and maintain clean accounts receivable records.
Collaborate with accounting to ensure documentation and financial records remain organized and complete.
Monitor crew schedules and job progress using Aspire and Azuga.
Identify scheduling conflicts
or job delays proactively.
Ensure daily time entries are recorded accurately for payroll processing and job costing.
Manage inbound leads and client communications on behalf of the Owner.
Update CRM records consistently to prevent pipeline stagnation.
Track follow-ups and ensure no inquiries or requests go unanswered.
and responses to Requests for Proposals (RFPs).
Assist with vendor research
and municipal contract research.
Maintain organized documentation for internal and external use.
Manage and organize the Owner’s email and Teams communication channels.
Respond to routine communication and escalate priority items appropriately.
Maintain clarity and organization in digital communications.
How You'll Work.
Team & Collaboration
work directly with the Owner; support multiple moving parts across operations, finance coordination, scheduling, and client management; Collaborate with accounting; Direct communication access to the Owner
Communication Scope
written communication skills; professional email management ability; Clear communication
Full Job Description
### Job Title: Business Operations Coordinator **Position Type:** Full-Time, Remote **Working Hours:** U.S. Business Hours (EST Required) ### About the Role We’re hiring a highly organized and execution-driven Business Operations Coordinator to support day-to-day business operations across systems, billing, crew tracking, client communication, and administrative workflows. This is a hands-on, multi-functional role for someone who thrives in structured environments, pays close attention to detail, and takes ownership of operational accuracy. You will work directly with the Owner and support multiple moving parts across operations, finance coordination, scheduling, and client management. This role is not strategic oversight or high-level management — it is about consistent execution, system discipline, and ensuring that operational details are handled correctly the first time. ### What You’ll Own ### Core Operational Execution * Maintain daily operational workflows to ensure smooth business performance. * Support the Owner with administrative and operational coordination tasks. * Identify inefficiencies or gaps and flag them proactively. ### Systems & Data Management * Maintain and update records inside CRM, ensuring job data, client information, and scheduling details are accurate and current. * Organize and manage digital files across platforms such as Excel, OneDrive, and CompanyCam. * Ensure data accuracy across systems to prevent reporting or billing errors. ### Invoicing & Billing Coordination * Process invoices and ensure billing aligns accurately with completed work. * Follow up on outstanding payments and maintain clean accounts receivable records. * Collaborate with accounting to ensure documentation and financial records remain organized and complete. ### Crew Scheduling & Job Tracking * Monitor crew schedules and job progress using Aspire and Azuga. * Identify scheduling conflicts, time discrepancies, or job delays proactively. * Ensure daily time entries
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