Business Operations Coordinator at Pavago

, , Kenya -

Full Time

Start Date

Immediate

Expiry Date

03 Aug, 26

Salary

0.0

Posted On

05 May, 26

Experience

2 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

CRM Management, Billing, Invoicing, Scheduling, Microsoft Excel, Data Management, Client Coordination, Administrative Support, Reporting, Time Tracking, Lead Management, Microsoft Teams, OneDrive, Outlook, Microsoft Word, Vendor Research

Industry

Staffing and Recruiting

Description

Business Operations Coordinator (CRM, Billing, Scheduling, Excel) – Remote | EST Hours Position Type: Full-Time, Remote Working Hours: U.S. Business Hours (EST Required) About the Role We’re hiring a Business Operations Coordinator to own the day-to-day execution layer of the business — across systems, billing, scheduling, and client coordination. This is a hands-on, execution-focused role. You will not be managing strategy — you will be ensuring: Data is accurate Invoices are correct Schedules are clean Nothing falls through the cracks If you’re someone who thrives on: 👉 structure, organization, and getting things right the first time This role is a strong fit. What You’ll OwnCore Operations Execution Maintain daily workflows across operations Support the Owner with execution-heavy tasks Identify inefficiencies and flag issues early Systems & Data Management (Critical) Maintain CRM and operational systems with clean, accurate data Manage records across: Excel / Google Sheets OneDrive CompanyCam Ensure consistency across systems to avoid: Billing errors Reporting issues Operational gaps Invoicing & Billing Coordination Process invoices accurately based on completed work Track and follow up on outstanding payments Maintain clean AR records Coordinate with accounting for documentation and reconciliation Crew Scheduling & Job Tracking Monitor schedules using: Aspire Azuga Identify: Scheduling conflicts Time discrepancies Job delays Ensure accurate time tracking for: Payroll Job costing Lead & Client Pipeline Management Manage inbound leads and client communication Update CRM consistently (no stale pipelines) Track follow-ups and ensure zero missed responses Reporting, Documentation & Research Prepare: Reports Proposals RFP responses Conduct: Vendor research Pricing comparisons Contract research Maintain organized documentation Communication & Admin Support Manage Owner’s: Email Microsoft Teams communication Respond to routine items Escalate priority issues quickly Keep communication organized and structured What Makes You a Strong Fit You are detail-obsessed — errors bother you You thrive in structured, system-driven environments You don’t wait for instructions — you take ownership You can manage multiple workflows without losing accuracy Required Experience & Skills Experience in: Operations coordination Admin support Billing / invoicing Strong proficiency in: Microsoft Excel Outlook Word Teams OneDrive CRM experience (any system; Aspire is a plus) Strong written communication (email-heavy role) Nice to Have (High-Quality Candidates) Experience with: Aspire Azuga Background in: Field service businesses Construction / landscaping / operations-heavy industries Experience with: Payroll coordination Job costing AR follow-ups What a Typical Day Looks Like Update CRM and operational records Process invoices and track payments Monitor schedules and job progress Respond to client inquiries and manage follow-ups Support Owner with admin and operational tasks Prepare reports and maintain documentation In short: You ensure the business runs clean, organized, and error-free. Key Metrics (KPIs) CRM and system accuracy (no outdated data) Error-free invoicing and billing Clean scheduling and time tracking Zero missed client follow-ups Proactive issue identification Leadership confidence in operational reliability Operational Environment (Important) This role is: Execution-heavy Systems-driven Detail-critical You will have: Clear workflows Direct access to the Owner Defined expectations You are responsible for: Accuracy Consistency Follow-through Why This Role Stands Out High ownership across operations Direct impact on business performance Clear expectations (no ambiguity) Opportunity to grow into Operations Manager / Chief of Staff-type role Interview Process Initial Screening Call Operations / Systems-Focused Interview Practical Task (workflow or scenario) Final Interview Internal Review & Offer Apply Now If you: Are extremely organized Care about accuracy and systems Can manage multiple moving parts without dropping details This role is a strong fit.

Responsibilities

The role focuses on the day-to-day execution of business operations, including CRM maintenance, billing, and crew scheduling. The coordinator ensures data accuracy and manages client pipelines to prevent operational gaps.