Business Operations Coordinator

Location: Santiago Mexquititlán Barrio Primero

Description

Job Title:

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, One Drive, Company Cam, 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, One Drive)

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