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, Billing coordination, Crew scheduling. Support daily operational workflows. Assist Owner with administrative coordination”
What You'll Achieve.
Accurate CRM records; Consistently updated CRM records; Accurate operational records; Consistently updated operational records; On-time invoice processing; Error-free invoice processing; Clean time tracking; Payroll coordination accuracy; No missed client follow-ups; No pipeline stagnation; Fast identification operational issues; Fast resolution operational issues; Fast identification scheduling issues; Fast resolution scheduling issues; High leadership confidence operational reliability; High leadership confidence execution quality
Industry & Context.
Identify inefficiencies; Identify operational gaps; Prevent discrepancies; Identify scheduling conflicts; Identify job delays; Identify operational inconsistencies; Identify discrepancies before payroll
What They're Looking For.
Must Have
Operations coordination experience, Invoicing experience, Administrative support experience, Billing experience, Experience across multiple systems, Experience with operational platforms, High proficiency Microsoft Office Suite, Experience using CRM systems, Written communication skills, Professional email management skills, High attention to detail, Organizational discipline, Ability to work independently, Remote work environment
Nice to Have
Aspire experience, Supporting field operations experience, Service businesses experience, Crew-based environments experience, Scheduling coordination familiarity, Payroll coordination familiarity, Job costing workflows familiarity, Municipal contracts exposure, Vendor management exposure, Proposal preparation exposure, Maintaining operational dashboards experience, Workflow trackers experience, Construction background, Landscaping background, Home services background, Operations-heavy businesses background
What You'll Do.
Support daily operational workflows
Assist Owner with administrative coordination
Assist Owner with operational follow-through
Identify inefficiencies
Identify operational gaps
Ensure tasks completed accurately
Ensure tasks completed on time
Ensure records completed accurately
Ensure records completed on time
Maintain accurate CRM records
Organize digital files
Ensure operational data remains current
Ensure operational data remains structured
Ensure operational data remains error-free
Prevent reporting discrepancies
Prevent billing discrepancies
Prevent scheduling discrepancies
Prevent payroll discrepancies
Confirm billing aligns with work
Monitor accounts receivable
Follow up on outstanding balances
Coordinate with accounting teams
Maintain organized financial documentation
Ensure invoices remain accurate
Ensure job records remain accurate
Ensure supporting documentation remain accurate
Monitor crew schedules
Identify scheduling conflicts
Identify operational inconsistencies
Review daily time entries
Verify daily time entries
Support coordination between field operations
Support coordination between office administration
Manage client communication
Maintain organized CRM pipeline records
Maintain follow-up tracking
Ensure client inquiry answered
Ensure follow-up answered
Ensure request answered
Prepare responses to RFPs
Conduct vendor research
Conduct pricing comparisons
Conduct municipal contract research
Organize operational documentation
Support leadership with reporting
Support leadership with workflow visibility
Manage Owner's Teams channels
Manage operational communication
Respond to routine communication
Escalate high-priority matters
Maintain clarity across digital communication
Maintain organization across digital communication
Maintain responsiveness across digital communication
Review operational updates
Ensure pipeline accuracy
Coordinate with crews regarding schedules
Coordinate with clients regarding schedules
Coordinate with leadership regarding schedules
Coordinate with crews regarding operational changes
Coordinate with clients regarding operational changes
Coordinate with leadership regarding operational changes
Identify discrepancies before payroll
Organize communications
Manage operational follow-ups
Prepare workflow updates
How You'll Work.
Team & Collaboration
Cross-functional coordination; Coordination between field operations; Coordination between office administration; Coordination with accounting teams; Coordination with crews; Coordination with clients; Coordination with leadership
Communication Scope
Written communication; Professional email management; Client communication; Professional communication
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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