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 operates within U.S. business hours and is designed for an individual who excels in structured environments, possesses an exceptional eye for detail, and takes immense pride in operational accuracy. You will work directly alongside the Owner, providing essential support across a diverse range of functions including systems management, billing coordination, crew tracking, client communication, and administrative workflows.
• • This position is fundamentally about consistent, disciplined execution rather than strategic oversight or high-level management. Your primary focus will be on maintaining the integrity of our operational systems, ensuring that every detail is handled correctly and efficiently from the outset. You will be instrumental in upholding the high standards of accuracy and reliability that define Pavago's operations.
• • Your core responsibilities will encompass maintaining daily operational workflows to guarantee seamless business performance. You will act as a key support for the Owner, managing a variety of administrative and operational coordination tasks. A crucial aspect of your role will be to proactively identify inefficiencies or gaps within existing processes and bring them to the attention of leadership for continuous improvement.
• • In the realm of Systems & Data Management, you will be responsible for the meticulous maintenance and updating of records within our CRM system. This includes ensuring that all job data, client information, and scheduling details are not only current but also highly accurate. You will also be tasked with organizing and managing digital files across various platforms such as Excel, OneDrive, and CompanyCam, ensuring a well-structured and accessible digital environment. Maintaining data accuracy across all systems is paramount to prevent any potential reporting or billing errors, safeguarding the financial integrity of the company.
• • For Invoicing & Billing Coordination, you will process invoices with precision, ensuring that all billing accurately reflects the completed work. A significant part of this responsibility involves following up on outstanding payments and diligently maintaining clean accounts receivable records. You will collaborate closely with the accounting department to ensure that all documentation and financial records are consistently organized and complete, facilitating smooth financial operations.
• • In Crew Scheduling & Job Tracking, you will closely monitor crew schedules and job progress using our designated systems, Aspire and Azuga. Your proactive approach will be vital in identifying scheduling conflicts, time discrepancies, or job delays before they impact project timelines or client satisfaction. You will also ensure that daily time entries are recorded accurately, which is essential for both payroll processing and accurate job costing.
• • Managing the Lead & Client Pipeline is another key area where you will make a significant impact. You will handle inbound leads and client communications on behalf of the Owner, ensuring timely and professional responses. Consistent updates to CRM records are essential to prevent pipeline stagnation and ensure that all opportunities are nurtured effectively. You will meticulously track follow-ups, guaranteeing that no inquiries or requests from clients or prospects go unanswered.
• • Your role will also involve Documentation, Reports & Research. You will prepare essential reports, proposals, and responses to Requests for Proposals (RFPs), contributing directly to business development efforts. You will assist with vendor research, pricing comparisons, and municipal contract research, providing valuable insights for strategic decision-making. Maintaining organized documentation for both internal and external use will be a continuous responsibility.
• • Finally, in Communication & Administrative Support, you will manage and organize the Owner’s email and Teams communication channels, ensuring clarity and efficiency. You will respond to routine communications and appropriately escalate priority items, acting as a gatekeeper for the Owner's time and attention. Maintaining clarity and organization in all digital communications is crucial for effective collaboration and information flow.
• • Success in this role is measured by the accuracy and up-to-dateness of CRM and operational records, on-time and error-free invoice processing, clean time tracking and payroll coordination, prompt follow-ups, proactive issue identification, and overall leadership confidence in operational reliability. This role rewards consistency, discipline, responsiveness, and strong organizational control.