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.