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, workflow management. Maintain day-to-day operational workflows. Support Owner with administrative coordination”
What You'll Achieve.
Accuracy in systems, billing, scheduling, and documentation; Reliable follow-through on operational and client-related tasks; Maintaining organized and current operational records; Clear communication and proactive issue identification; Accurate and up-to-date CRM and operational records; On-time and error-free invoice processing; Clean payroll coordination and time tracking accuracy; No missed follow-ups or pipeline stagnation; Proactive identification and resolution of operational issues; High leadership confidence in operational reliability and follow-through
Industry & Context.
proactive problem-solving; identify inefficiencies, risks, or workflow gaps; Identify scheduling conflicts, attendance issues, delays, or operational gaps proactively; Identify and escalate scheduling conflicts or workflow issues proactively; Proactive identification and resolution of operational issues
U. S. Business Hours (EST Required)
What They're Looking For.
Must Have
Proven experience in operations coordination, administrative support, invoicing, billing, or workflow management, Experience working across multiple systems and platforms simultaneously, High proficiency in Microsoft Office Suite (Excel, Outlook, Word, Teams, OneDrive), Experience using CRM systems, written communication and professional email management skills, High attention to detail with the ability to identify discrepancies quickly, organizational, time-management, and multitasking abilities
Nice to Have
Experience in service-based, field operations, staffing, logistics, or construction-related businesses, Familiarity with operational scheduling systems and payroll coordination, Experience supporting leadership directly in operational environments, Background working with invoicing, job costing, or crew management systems, Aspire experience is a plus but not required
What You'll Do.
Maintain day-to-day operational workflows
Support Owner with administrative coordination
Monitor processes and identify inefficiencies
Ensure operational tasks completed accurately
Maintain and update CRM records
Organize and manage digital files
Ensure consistency and accuracy across systems
Process invoices accurately
Follow up on outstanding invoices
Coordinate with accounting teams
Monitor crew schedules
Identify scheduling conflicts
Ensure time entries accurate
Coordinate updates between field crews
Manage inbound leads and client communications
Prevent pipeline stagnation
Maintain professional communication
operational summaries
Assist with vendor research
Maintain organized internal and external documentation
Support reporting and workflow tracking initiatives
Manage and organize Owner’s email inbox
Respond to routine communication
Ensure administrative tasks handled efficiently
How You'll Work.
Team & Collaboration
Work directly with the Owner; Coordinate with accounting teams; Coordinate updates between field crews, management, and scheduling systems; Maintain professional communication with clients, vendors, and stakeholders; Respond to routine communication and escalate priority items appropriately; Ensure clear communication across teams and systems
Communication Scope
written communication; professional email management; Proactive communicator; Maintain professional communication with clients, vendors, and stakeholders; Maintain clarity, organization, and responsiveness across communication workflows
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 daily operations across systems, billing, scheduling, crew coordination, 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 help ensure operational systems, client workflows, billing processes, and crew coordination remain organized, responsive, and reliable. This is not a strategic management role — it is execution-focused and systems-driven. Success in this role comes from consistency, responsiveness, strong organizational discipline, and proactive problem-solving. ### **Responsibilities** ### **Core Operational Execution** • Maintain day-to-day operational workflows to ensure smooth business operations • Support the Owner with administrative coordination and operational follow-through • Monitor processes closely and proactively identify inefficiencies, risks, or workflow gaps • Ensure operational tasks are completed accurately and on time ### **Systems & Data Management** • Maintain and update CRM records, ensuring job data, client information, scheduling details, and operational records remain accurate and current • Organize and manage digital files across platforms including Excel, OneDrive, CompanyCam, and internal systems • Ensure consistency and accuracy across systems to prevent reporting, scheduling, or billing issues • Maintain clean operational documentation and organized workflows ### **Invoicing & Billing Coordination** • Process invoices accurately and ensure billing aligns with completed work and time tracking • Follow up on outstanding invoices and maintain organized accounts receiva
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