Business Operations Coordinator at Pavago

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 are recorded accurately for payroll processing and job costing.

Lead & Client Pipeline Management

• Manage inbound leads and client communications on behalf of the Owner.
• Update CRM records consistently to prevent pipeline stagnation.
• Track follow-ups and ensure no inquiries or requests go unanswered.

Documentation, Reports & Research

• Prepare reports, proposals, and responses to Requests for Proposals (RFPs).
• Assist with vendor research, pricing comparisons, and municipal contract research.
• Maintain organized documentation for internal and external use.

Communication & Administrative Support

• Manage and organize the Owner’s email and Teams communication channels.
• Respond to routine communication and escalate priority items appropriately.
• Maintain clarity and organization in digital communications.

Must-Have Experience & Skills

• Proven experience in operations coordination, administrative support, invoicing, or billing.
• Experience working across multiple systems and platforms simultaneously.
• High proficiency in Microsoft Office Suite (Excel, Outlook, Word, Teams, OneDrive).
• Experience with CRM systems (Aspire experience is a plus but not required).
• Strong written communication skills with professional email management ability.
• High attention to detail with the ability to spot discrepancies quickly.
• Self-motivated operator capable of working independently with minimal supervision.
• Strong organizational and time management skills in fast-moving environments.
• Operational Environment (Important)

This role is execution-focused and systems-driven.

You’ll be supported by:

• Established workflows and operational systems
• Direct communication access to the Owner
• Clear expectations around reporting and follow-up cadence

Your ownership is focused on:

• Accuracy in data, billing, and time tracking
• Reliable follow-through on client and crew coordination
• Maintaining organized, up-to-date systems
• Clear communication and proactive problem identification
• This role rewards consistency, discipline, responsiveness, and strong organizational control.

Key Metrics for Success

• Accurate and up-to-date CRM and operational records.
• On-time and error-free invoice processing.
• Clean time tracking and payroll coordination.
• No missed client follow-ups or pipeline stagnation.
• Proactive identification of scheduling or operational issues.
• High confidence from leadership in operational reliability.