Business Operations Coordinator

📋 Description

• • As a Business Operations Coordinator at Pavago, you will be the linchpin of our daily operational efficiency, ensuring the smooth functioning of critical business processes. This full-time, remote role requires a dedicated individual who thrives on meticulous execution and possesses a keen eye for detail, working within U.S. Business Hours with a mandatory EST presence.
• • You will be instrumental in managing and maintaining the integrity of our core operational workflows, directly supporting the Owner with a wide array of administrative and operational coordination tasks. Your primary focus will be on ensuring that every operational detail is handled with precision and accuracy from the outset, contributing significantly to the overall performance and reliability of the business.
• • A key aspect of your role will involve the diligent maintenance and updating of records within our Customer Relationship Management (CRM) system. This includes ensuring that all job data, client information, and scheduling details are not only current but also impeccably accurate, forming the backbone of our client interactions and project management.
• • You will also be responsible for the organization and management of digital files across various platforms, including but not limited to Excel spreadsheets, OneDrive, and CompanyCam. Maintaining data accuracy across all these systems is paramount to prevent any potential errors in reporting or billing, safeguarding the financial health of the company.
• • Invoicing and billing coordination will be a significant part of your responsibilities. You will meticulously process invoices, ensuring that billing accurately reflects the work completed. Furthermore, you will proactively follow up on outstanding payments, maintaining clean and up-to-date accounts receivable records, and collaborating closely with the accounting department to ensure all documentation and financial records are organized and complete.
• • Crew scheduling and job tracking will require your constant attention. You will monitor crew schedules and the progress of ongoing jobs using specialized software such as Aspire and Azuga. Your role will involve proactively identifying any scheduling conflicts, time discrepancies, or job delays, and implementing solutions to keep projects on track.
• • Ensuring that daily time entries are recorded accurately is crucial for both payroll processing and accurate job costing, directly impacting our financial reporting and operational efficiency.
• • You will play a vital role in managing the lead and client pipeline. This includes handling inbound leads and client communications on behalf of the Owner, consistently updating CRM records to prevent pipeline stagnation, and diligently tracking follow-ups to ensure that no inquiry or request from clients goes unanswered.
• • The role also encompasses the preparation of essential documentation, including reports, proposals, and responses to Requests for Proposals (RFPs). You will assist with crucial research tasks, such as vendor research, pricing comparisons, and municipal contract research, providing valuable insights to support business development.
• • Maintaining organized documentation for both internal and external use is a core responsibility, ensuring easy access to information and compliance with company standards.
• • You will provide essential communication and administrative support, including managing and organizing the Owner’s email and Teams communication channels. This involves responding to routine communications efficiently and escalating priority items appropriately, maintaining clarity and organization in all digital interactions.
• • This is an execution-focused and systems-driven role, where you will be supported by established workflows, direct access to the Owner for guidance, and clear expectations regarding reporting and follow-up cadences. Your ownership will be centered on accuracy in data, billing, and time tracking, reliable follow-through on client and crew coordination, maintaining organized and up-to-date systems, and fostering clear communication and proactive problem identification.
• • Success in this role will be measured by the accuracy and currency of CRM and operational records, the timeliness and error-free processing of invoices, clean time tracking and payroll coordination, the absence of missed client follow-ups or pipeline stagnation, proactive identification of operational issues, and the confidence leadership has in your operational reliability. This position rewards consistency, discipline, responsiveness, and strong organizational control.