Business Operations Coordinator at Pavago

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.