Business Operations Coordinator

Position Type: Full-Time, Remote
Working Hours: U.S. Business Hours

About the Role

We’re hiring a highly organized and execution-focused Business Operations Coordinator to support daily operations across scheduling, billing, CRM management, crew coordination, and administrative workflows.

This is a hands-on operational support role designed for someone who thrives in structured environments, values accuracy, and takes ownership of keeping systems clean, organized, and running efficiently. You will work closely with the Owner and support multiple moving operational pieces across business administration, field coordination, invoicing, and client communication.

This is not a strategic management role — success in this position comes from reliability, consistency, responsiveness, and operational discipline. The ideal candidate is detail-oriented, proactive, systems-minded, and capable of managing multiple priorities without losing accuracy.

What You’ll Own

Core Operational Execution

• Support day-to-day operational workflows to ensure smooth business performance
• Assist the Owner with administrative coordination and operational follow-through
• Monitor workflows and proactively identify inefficiencies or operational gaps
• Ensure tasks, updates, and records are completed accurately and on time

Systems & Data Management

• Maintain accurate records within CRM systems, including job data, scheduling details, and client information
• Organize and manage digital files across Excel, OneDrive, CompanyCam, and internal systems
• Ensure operational data remains current, structured, and error-free
• Prevent discrepancies that may impact reporting, billing, scheduling, or payroll

Invoicing & Billing Coordination

• Process invoices and confirm billing aligns with completed work and operational records
• Monitor accounts receivable and follow up on outstanding balances when necessary
• Coordinate with accounting teams to maintain organized financial documentation
• Ensure invoices, job records, and supporting documentation remain accurate and complete

Crew Scheduling & Job Tracking

• Monitor crew schedules and job progress using Aspire, Azuga, or related operational platforms
• Identify scheduling conflicts, job delays, or operational inconsistencies proactively
• Review and verify daily time entries for payroll and job costing accuracy
• Support efficient coordination between field operations and office administration

Lead & Client Pipeline Management

• Manage inbound leads and client communication on behalf of the Owner
• Maintain organized CRM pipeline records and follow-up tracking
• Ensure no client inquiry, follow-up, or request goes unanswered
• Maintain professionalism and responsiveness in all communication workflows

Documentation, Reporting & Research

• Prepare reports, proposals, and responses to Requests for Proposals (RFPs)
• Conduct vendor research, pricing comparisons, and municipal contract research
• Organize operational documentation for internal and external use
• Support leadership with operational reporting and workflow visibility

Communication & Administrative Support

• Manage and organize the Owner’s inbox, Teams channels, and operational communication
• Respond to routine communication while escalating high-priority matters appropriately
• Maintain clarity, organization, and responsiveness across digital communication channels

What Makes You a Perfect Fit

• Highly organized and systems-oriented operator
• Detail-focused with the ability to catch discrepancies quickly
• Reliable self-starter who works well independently
• Comfortable managing multiple workflows simultaneously
• Strong communicator with professional written communication skills
• Calm, proactive, and process-driven under pressure
• Strong follow-through and accountability mindset

Required Experience & Skills

• Proven experience in operations coordination, invoicing, administrative support, or billing
• Experience working across multiple systems and operational platforms simultaneously
• High proficiency in Microsoft Office Suite (Excel, Outlook, Word, Teams, OneDrive)
• Experience using CRM systems (Aspire experience is a plus but not required)
• Strong written communication and professional email management skills
• High attention to detail and organizational discipline
• Ability to work independently with minimal supervision in a remote environment

Ideal Experience & Skills

• Experience supporting field operations, service businesses, or crew-based environments
• Familiarity with scheduling, payroll coordination, or job costing workflows
• Exposure to municipal contracts, vendor management, or proposal preparation
• Experience maintaining operational dashboards and workflow trackers
• Background in construction, landscaping, home services, or operations-heavy businesses

Operational Environment (Important)

This role is highly execution-focused and systems-driven.

You’ll be supported by:
• Established operational systems and workflows
• Direct communication access to the Owner
• Clear expectations around reporting, follow-ups, and coordination

Your ownership will focus on:
• Accuracy across data, billing, scheduling, and time tracking
• Reliable coordination between clients, crews, and operations
• Maintaining organized and up-to-date systems
• Proactive communication and operational issue identification

This role rewards consistency, accountability, responsiveness, and operational excellence.

What Does a Typical Day Look Like?

A Business Operations Coordinator’s day revolves around maintaining operational accuracy, supporting workflows, and ensuring communication stays organized and responsive. You will:

• Review schedules, job progress, and operational updates
• Process invoices and monitor accounts receivable workflows
• Update CRM records and ensure pipeline accuracy
• Coordinate with crews, clients, and leadership regarding schedules and operational changes
• Review time tracking and identify discrepancies before payroll processing
• Respond to emails, organize communications, and manage operational follow-ups
• Prepare reports, documentation, and workflow updates for leadership

In essence: you are the operational backbone of the business, ensuring systems stay organized, workflows remain accurate, and day-to-day operations run smoothly.

Key Metrics for Success (KPIs)

• Accurate and consistently updated CRM and operational records
• On-time, error-free invoice processing
• Clean time tracking and payroll coordination accuracy
• No missed client follow-ups or pipeline stagnation
• Fast identification and resolution of operational or scheduling issues
• High leadership confidence in operational reliability and execution quality

Interview Process

• Initial Screening Call
• Operations / Systems-Focused Interview
• Practical Task or Workflow Exercise
• Final Interview
• Internal Review & Approval
• Offer & Onboarding

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