Pavago
Staffing and Recruiting
BusinessOperationsCoordinator
Neural analysis suggests this role is
optimal for Mid+ candidates.
“Business Operations Coordinator at Pavago. Skills: Operations Coordination, Systems Management, Invoicing and Billing, Crew Scheduling. Support day-to-day operational workflows. Assist Owner with administrative coordination”
What You'll Achieve.
smooth business performance; tasks, updates, and records are completed accurately and on time; operational data remains current, structured, and error-free; invoices, job records, and supporting documentation remain accurate and complete; payroll and job costing accuracy; no client inquiry, follow-up, or request goes unanswered; workflow visibility; high leadership confidence in operational reliability and execution quality; Accurate and consistently updated CRM and operational records; On-time, error-free invoice processing; Clean time tracking and payroll coordination accuracy; No missed client follow-ups or pipeline stagnation; Fast identification and resolution of operational or scheduling issues
Industry & Context.
proactively identify inefficiencies or operational gaps; Prevent discrepancies that may impact reporting, billing, scheduling, or payroll; Identify scheduling conflicts, job delays, or operational inconsistencies proactively; proactive communication and operational issue identification
What They're Looking For.
Must Have
Proven experience in operations coordination, invoicing, administrative support, or billing, Experience working across multiple systems and operational 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 and organizational discipline, Ability to work independently with minimal supervision in a remote environment
Nice to Have
Experience supporting field operations, service businesses, or crew-based environments, Familiarity with scheduling, payroll coordination, or job costing workflows, Exposure to municipal contracts, vendor management, or proposal preparation, Experience maintaining operational dashboards and workflow trackers, Background in construction, landscaping, home services, or operations-heavy businesses, Aspire experience
What You'll Do.
Support day-to-day operational workflows
Assist Owner with administrative coordination
Monitor workflows and identify inefficiencies
and records are completed accurately
Maintain accurate records within CRM systems
Organize and manage digital files
Ensure operational data remains current
Process invoices and confirm billing
Monitor accounts receivable and follow up
Coordinate with accounting teams
Monitor crew schedules and job progress
Identify scheduling conflicts or job delays
Review and verify daily time entries
Manage inbound leads and client communication
Maintain organized CRM pipeline records
Conduct vendor research and pricing comparisons
Organize operational documentation
Manage and organize Owner’s inbox
Respond to routine communication
How You'll Work.
Team & Collaboration
Work closely with the Owner; Support multiple moving operational pieces; Coordinate with accounting teams; Coordinate with field operations and office administration; Support leadership with operational reporting
Communication Scope
professional written communication skills; professional email management skills; professionalism and responsiveness in all communication workflows; clarity, organization, and responsiveness across digital communication channels
Full Job Description
### **Job Title: Business Operations Coordinator** **Position Type:** Full-Time, Remote **Working Hours:** U.S. Business Hours ### **About the Role** We’re hiring a highly organized and execution-focused Business Operations Coordinator to support daily operations across scheduling, billing, CRM management, crew coordination, and administrative workflows. This is a hands-on operational support role designed for someone who thrives in structured environments, values accuracy, and takes ownership of keeping systems clean, organized, and running efficiently. You will work closely with the Owner and support multiple moving operational pieces across business administration, field coordination, invoicing, and client communication. This is not a strategic management role — success in this position comes from reliability, consistency, responsiveness, and operational discipline. The ideal candidate is detail-oriented, proactive, systems-minded, and capable of managing multiple priorities without losing accuracy. ### **What You’ll Own** ### **Core Operational Execution** • Support day-to-day operational workflows to ensure smooth business performance • Assist the Owner with administrative coordination and operational follow-through • Monitor workflows and proactively identify inefficiencies or operational gaps • Ensure tasks, updates, and records are completed accurately and on time ### **Systems & Data Management** • Maintain accurate records within CRM systems, including job data, scheduling details, and client information • Organize and manage digital files across Excel, OneDrive, CompanyCam, and internal systems • Ensure operational data remains current, structured, and error-free • Prevent discrepancies that may impact reporting, billing, scheduling, or payroll ### **Invoicing & Billing Coordination** • Process invoices and confirm billing aligns with completed work and operational records • Monitor accounts receivable and follow up on outstanding balances when necessary
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