Pavago is dedicated to connecting businesses with top talent and streamlining hiring processes. We are currently seeking a Business Operations Coordinator to manage daily operational workflows and support the Owner with administrative and operational coordination tasks. This role is remote-friendly and focuses on maintaining efficiency, managing data accuracy, and coordinating between various departments including finance and field operations.
Responsibilities
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.
Requirements
- BA/BSc/HND degree in a relevant field.
- 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.
How to Apply
Interested and qualified? Go to Pavago on apply.workable.com to apply.
