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, Scheduling, Client communication. Maintain day-to-day operational workflows. Support Owner with administrative coordination”
What You'll Achieve.
Ensure smooth business operations; Ensure operational systems organized; Ensure client workflows organized; Ensure billing processes organized; Ensure crew coordination organized; Ensure operational systems responsive; Ensure client workflows responsive; Ensure billing processes responsive; Ensure crew coordination responsive; Ensure operational systems reliable; Ensure client workflows reliable; Ensure billing processes reliable; Ensure crew coordination reliable; Ensure operational tasks completed accurately; Ensure operational tasks completed on time; Prevent reporting issues; Prevent scheduling issues; Prevent billing issues; Prevent pipeline stagnation; Ensure inquiries tracked properly; Ensure requests tracked properly; Ensure opportunities tracked properly; Maintain organized internal documentation; Maintain organized external documentation; Support reporting initiatives; Support workflow tracking initiatives; Ensure administrative tasks handled efficiently; Ensure administrative tasks handled professionally; Maintain operational accuracy; Keep workflows organized; Ensure smooth communication; Ensure operations organized; Ensure operations responsive; Ensure operations accurate; Ensure operations consistently moving forward; Accurate CRM records; Up-to-date CRM records; On-time invoice processing; Error-free invoice processing; Clean payroll coordination; Time tracking accuracy; No missed follow-ups; No pipeline stagnation; Proactive identification of operational issues; Resolution of operational issues; High leadership confidence in operational reliability; High leadership confidence in operational follow-through
Industry & Context.
Proactive problem-solving; Identify inefficiencies; Identify risks; Identify workflow gaps; Identify scheduling conflicts; Identify attendance issues; Identify operational gaps; Monitor discrepancies; Proactive issue identification
U.S. Business Hours, EST Required
What They're Looking For.
Must Have
Operations coordination experience, Administrative support experience, Invoicing experience, Billing experience, Workflow management experience, Experience working across multiple systems, High proficiency in Microsoft Office Suite, Experience using CRM systems, Written communication skills, Professional email management skills, High attention to detail, Ability to identify discrepancies quickly, Organizational abilities, Time-management abilities, Multitasking abilities
Nice to Have
Aspire experience, Service-based business experience, Field operations business experience, Staffing business experience, Logistics business experience, Construction-related business experience, Familiarity with operational scheduling systems, Familiarity with payroll coordination, Experience supporting leadership directly, Experience with invoicing systems, Experience with job costing systems, Experience with crew management systems
What You'll Do.
Maintain day-to-day operational workflows
Support Owner with administrative coordination
Support Owner with operational follow-through
Monitor processes closely
Proactively identify inefficiencies
Proactively identify risks
Proactively identify workflow gaps
Ensure operational tasks completed accurately
Ensure operational tasks completed on time
Maintain and update CRM records
Organize and manage digital files
Ensure consistency across systems
Ensure accuracy across systems
Maintain clean operational documentation
Maintain organized workflows
Process invoices accurately
Ensure billing aligns with work
Ensure billing aligns with time tracking
Follow up on outstanding invoices
Maintain organized accounts receivable records
Coordinate with accounting teams
Monitor discrepancies in billing
Monitor discrepancies in payroll coordination
Monitor discrepancies in operational reporting
Monitor crew schedules
Monitor crew assignments
Identify scheduling conflicts
Identify attendance issues
Identify operational gaps
Ensure time entries are accurate
Ensure operational logs are accurate
Coordinate updates between field crews
Coordinate updates between management
Coordinate updates between scheduling systems
Manage client communications
Ensure follow-ups are completed consistently
Prevent pipeline stagnation
Ensure inquiries are tracked properly
Ensure requests are tracked properly
Ensure opportunities are tracked properly
Maintain professional communication with clients
Maintain professional communication with vendors
Maintain professional communication with stakeholders
Prepare operational summaries
Prepare responses to RFPs
Assist with vendor research
Assist with pricing comparisons
Assist with operational analysis
Maintain organized internal documentation
Maintain organized external documentation
Support reporting initiatives
Support workflow tracking initiatives
Manage Owner’s email inbox
Manage Owner’s Teams communication channels
Respond to routine communication
Escalate priority items appropriately
Maintain clarity across communication workflows
Maintain organization across communication workflows
Maintain responsiveness across communication workflows
Ensure administrative tasks handled efficiently
Ensure administrative tasks handled professionally
How You'll Work.
Team & Collaboration
Cross-functional teams; Client communication; Vendor communication; Stakeholder communication; Accounting teams; Field crews; Management; Scheduling systems
Communication Scope
Written communication; Professional email management; Client communication; Vendor communication; Stakeholder communication; Reporting; Proposal preparation; RFP responses; Internal documentation; External documentation
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
Applying for this Business Operations Coordinator role?
Most applicants get filtered before a human reads their resume. See if yours makes the cut.
ANONYMOUS · UNFILTERED
What do employees actually say about Pavago?
Real rants from real employees. Read before you apply.