# Business Operations Coordinator

> Pavago · Belize (Remote) · — · Posted 2026-05-12

**Workplace:** remote

**Department:** Candidate Sourcing

## Description

### **Business Operations Coordinator (CRM, Billing, Scheduling, Excel) – Remote | EST Hours**

**Position Type:** Full-Time, Remote  
**Working Hours:** U.S. Business Hours (EST Required)

### **About the Role**

At Pavago, one of our clients is hiring a **Business Operations Coordinator** to manage the day-to-day operational execution of the business across:

-   CRM management
-   Billing and invoicing
-   Scheduling and workforce coordination
-   Client communication
-   Administrative workflows

This is a highly execution-focused role — not a strategy or leadership position.

Your responsibility is to ensure:

-   Data stays accurate
-   Invoices are processed correctly
-   Schedules stay organized
-   Client follow-ups never get missed
-   Operations run smoothly day-to-day

If you thrive in:

-   Structured environments
-   Detail-heavy operational work
-   Systems and process management

This role is a strong fit.

### **What You’ll Own**

### **Core Operations Execution**

-   Maintain daily operational workflows across the business
-   Support leadership with execution-heavy operational tasks
-   Identify inefficiencies or process gaps proactively
-   Ensure operational consistency and follow-through

### **CRM & Data Management (Critical)**

-   Maintain clean and accurate CRM records
-   Manage operational data across:

-   Excel / Google Sheets
-   OneDrive
-   CompanyCam
-   CRM systems

-   Ensure consistency across systems to prevent:

-   Billing issues
-   Reporting errors
-   Operational gaps

-   Maintain organized digital records and documentation

### **Invoicing & Billing Coordination**

-   Process invoices accurately and on time
-   Track outstanding balances and payment follow-ups
-   Maintain organized accounts receivable records
-   Coordinate with accounting on reconciliations and documentation
-   Ensure billing aligns correctly with completed work

### **Crew Scheduling & Job Tracking**

-   Monitor schedules and operational workflows using:

-   Aspire
-   Azuga

-   Identify:

-   Scheduling conflicts
-   Time discrepancies
-   Job delays

-   Ensure accurate time tracking for:

-   Payroll processing
-   Job costing

-   Help maintain operational efficiency across active jobs

### **Lead & Client Coordination**

-   Manage inbound client inquiries and communication
-   Maintain updated CRM pipelines with zero stale records
-   Track follow-ups and ensure timely responses
-   Support client coordination and operational communication

### **Reporting, Documentation & Research**

-   Prepare:

-   Reports
-   Proposals
-   RFP responses

-   Conduct:

-   Vendor research
-   Pricing comparisons
-   Contract and operational research

-   Maintain structured, organized documentation systems

### **Administrative & Communication Support**

-   Help manage:

-   Executive email communication
-   Microsoft Teams workflows
-   Scheduling coordination

-   Respond to routine operational communication
-   Escalate urgent matters quickly and accurately
-   Keep communication organized and actionable

### **What Success Looks Like**

-   CRM and operational systems remain clean and accurate
-   Invoices are processed correctly and on time
-   Schedules stay organized without operational conflicts
-   Client follow-ups never get missed
-   Leadership has confidence in operational execution and reliability

### **What Makes You a Strong Fit**

-   Extremely detail-oriented and organized
-   Comfortable in structured, systems-driven environments
-   Proactive and ownership-focused
-   Able to manage multiple workflows simultaneously
-   Strong operational follow-through and accountability
-   Calm and organized under pressure

### **Requirements (Must-Have)**

### **Experience**

-   Experience in:

-   Operations coordination
-   Administrative support
-   Billing or invoicing
-   Scheduling or workflow coordination

### **Core Skills**

-   Strong proficiency in:

-   Microsoft Excel
-   Outlook
-   Word
-   Teams
-   OneDrive

-   CRM experience (Aspire experience is a plus)
-   Strong written communication skills
-   Ability to maintain high operational accuracy
-   Comfortable working independently in remote environments

### **Nice to Have**

-   Experience with:

-   Aspire
-   Azuga

-   Background in:

-   Construction
-   Landscaping
-   Field service businesses
-   Operations-heavy environments

-   Experience with:

-   Payroll coordination
-   Job costing
-   Accounts receivable follow-ups

### **What a Typical Day Looks Like**

-   Update CRM and operational records
-   Process invoices and monitor payments
-   Review schedules and job progress
-   Respond to client communication and follow-ups
-   Support leadership with operational coordination
-   Prepare reports and maintain documentation
-   Identify and resolve operational inconsistencies

**In short:**  
You help keep the business organized, operationally efficient, and running accurately day-to-day.

### **Key Metrics (KPIs)**

-   CRM and operational data accuracy
-   Error-free invoicing and billing
-   Scheduling accuracy and clean time tracking
-   Zero missed client follow-ups
-   Proactive operational issue identification
-   Leadership confidence in operational reliability

### **Operational Environment (Important)**

This role is:

-   Execution-heavy
-   Systems-driven
-   Detail-critical

You will have:

-   Clear workflows
-   Defined expectations
-   Direct access to leadership

You are responsible for:

-   Accuracy
-   Consistency
-   Follow-through
-   Operational reliability

### **Why This Role Stands Out**

-   High operational ownership
-   Direct impact on daily business performance
-   Clear expectations and structure
-   Opportunity to grow into:

-   Operations Manager
-   Executive Operations
-   Chief of Staff-style responsibilities

-   Fully remote environment with long-term growth potential

### **Interview Process**

-   Initial Screening Call
-   Operations / Systems-Focused Interview
-   Practical Workflow or Scenario Task
-   Final Interview
-   Internal Review & Offer

### **Apply Now**

If you:

-   Are highly organized and systems-oriented
-   Care deeply about accuracy and follow-through
-   Can manage multiple moving parts without dropping details
-   Enjoy operational execution and process coordination

This is a strong opportunity to step into a high-impact operations role.

## Apply

[Apply at Pavago](https://apply.workable.com/pavago/j/A48E0FC04D/apply)

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