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, Client communication. Maintain daily operational workflows. Support Owner with administrative tasks”
What You'll Achieve.
Accurate CRM records; Up-to-date CRM records; On-time invoice processing; Error-free invoice processing; Clean time tracking; Payroll coordination; No missed client follow-ups; No pipeline stagnation; Proactive issue identification
Industry & Context.
Problem identification; Proactive problem solving
EST Required
What They're Looking For.
Must Have
Operations coordination experience, Administrative support experience, Invoicing experience, Billing experience, Experience working across multiple systems, High proficiency in Microsoft Office Suite, Experience with CRM systems, Written communication skills, Professional email management ability, High attention to detail, Ability to spot discrepancies quickly, Self-motivated operator, Ability to work independently, Organizational skills, Time management skills
Nice to Have
Aspire experience
What You'll Do.
Maintain daily operational workflows
Support Owner with administrative tasks
Support Owner with operational coordination tasks
Identify inefficiencies
Flag inefficiencies proactively
Flag gaps proactively
Maintain and update CRM records
Ensure job data is accurate
Ensure client information is accurate
Ensure scheduling details are accurate
Organize digital files
Ensure data accuracy across systems
Prevent reporting errors
Prevent billing errors
Ensure billing aligns with work
Follow up on outstanding payments
Maintain clean accounts receivable records
Collaborate with accounting
Ensure documentation is organized
Ensure financial records are organized
Monitor crew schedules
Identify scheduling conflicts
Identify time discrepancies
Ensure daily time entries are recorded accurately
Manage client communications
Update CRM records consistently
Ensure no inquiries go unanswered
Ensure no requests go unanswered
Prepare responses to RFPs
Assist with vendor research
Assist with pricing comparisons
Assist with municipal contract research
Maintain organized documentation
Organize Owner’s email
Manage Owner’s Teams communication
Organize Owner’s Teams communication
Respond to routine communication
Escalate priority items appropriately
Maintain clarity in digital communications
Maintain organization in digital communications
How You'll Work.
Team & Collaboration
Cross-functional coordination; Client management; Vendor management; Stakeholder management
Communication Scope
Written communication; Email management; Client communication; Internal communication; External communication; Digital 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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