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.