# Business Operations Coordinator > Pavago ยท Panama (Remote) ยท โ€” ยท Posted 2026-05-19 **Workplace:** remote **Department:** Candidate Sourcing ## Description ### **๐Ÿ“Š Business Operations Coordinator (CRM, Billing, Scheduling & Operations) โ€“ Remote | EST Hours** **Position Type:** Full-Time, Remote **Working Hours:** U.S. Business Hours (EST Required) ### **๐Ÿš€ About the Role** At Pavago, one of our clients is hiring a **Business Operations Coordinator** to manage day-to-day operational execution across: - CRM management - billing and invoicing - scheduling and workforce coordination - client communication - administrative workflows This is a highly execution-focused operations role โ€” not a strategy or leadership position. Your responsibility is to ensure: - operational data stays accurate - invoices are processed correctly - schedules remain organized - client follow-ups never get missed - workflows operate smoothly day-to-day This role is ideal for someone who thrives in: - structured environments - systems-driven work - detail-heavy operational coordination - process management and follow-through If you enjoy operational execution, organization, and maintaining accuracy across moving parts โ€” this role is a strong fit. ### **๐Ÿ”ฅ What Youโ€™ll Own** ### **Core Operations Execution** - Maintain daily operational workflows across the business - Support leadership with execution-focused operational tasks - Ensure consistency across systems, workflows, and documentation - Identify operational inefficiencies and process gaps proactively - Maintain strong operational follow-through and accountability ### **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 discrepancies - reporting errors - operational gaps - Maintain organized digital records and operational 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 properly with completed work and schedules ### **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 - Support operational efficiency across active projects and crews ### **Lead & Client Coordination** - Manage inbound client inquiries and operational communication - Maintain updated CRM pipelines with zero stale records - Track follow-ups and ensure timely client responses - Support operational coordination between teams and clients ### **Reporting, Documentation & Research** - Prepare: - reports - proposals - RFP responses - operational summaries - Conduct: - vendor research - pricing comparisons - operational and contract research - Maintain clean, structured, and accessible documentation systems ### **Administrative & Communication Support** - Help manage: - executive communication - Microsoft Teams workflows - scheduling coordination - operational follow-ups - Respond to routine operational communication professionally - Escalate urgent operational matters quickly and accurately - Keep communication organized, actionable, and well-documented ### **๐Ÿ“Š 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 communication and follow-ups are handled consistently - Leadership has confidence in operational reliability and execution - Operational workflows run smoothly with minimal errors or bottlenecks ### **๐Ÿง  What Makes You a Strong Fit** - Extremely detail-oriented and process-driven - Comfortable working inside structured operational systems - Strong follow-through and accountability mindset - Able to manage multiple workflows simultaneously - Calm and organized under pressure - Proactive in identifying and resolving operational issues - Strong communicator with operational discipline ### **โœ… Must-Have Requirements** ### **Experience** - Experience in: - operations coordination - administrative support - billing or invoicing - scheduling or workflow coordination - operations-heavy environments ### **Core Skills** - Strong proficiency with: - Microsoft Excel - Outlook - Word - Teams - OneDrive - Experience using CRM systems - Strong written English communication skills - High operational accuracy and attention to detail - Ability to work independently in a remote environment ### **โญ Nice to Have** - Experience with: - Aspire - Azuga - CompanyCam - Background in: - construction - landscaping - field service businesses - operations-heavy industries - Experience with: - payroll coordination - job costing - accounts receivable follow-ups ### **๐Ÿ“… 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 operational follow-ups - Support leadership with operational coordination - Prepare reports and maintain documentation - Identify and resolve operational inconsistencies proactively **In short:** You help keep the business organized, operationally efficient, and running accurately day-to-day. ### **๐Ÿ“ˆ Key Metrics for Success (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 - Consistency and timeliness of operational execution ### **โš™๏ธ 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 ### **๐ŸŒŸ Why This Role Stands Out** - High operational ownership and visibility - Direct impact on daily business performance - Structured workflows and measurable expectations - Opportunity to grow into: - Operations Manager - Executive Operations Lead - Chief of Staff-style responsibilities - Fully remote role with long-term growth potential ### **๐Ÿงช Interview Process** - Initial Screening Call - Operations / Systems-Focused Interview - Practical Workflow or Scenario Task - Final Interview - Internal Review & Offer ### **๐Ÿ‘‰ Apply Now** If you: - are highly organized and systems-oriented - care deeply about operational accuracy and follow-through - can manage multiple moving parts without missing details - enjoy execution-heavy operational coordination this is a strong opportunity to step into a high-impact operations role. ## Apply [Apply at Pavago](https://apply.workable.com/pavago/j/C8F89C43E1/apply) --- Powered by [Workable](https://www.workable.com)