Job Opportunities API

Job Title: Business Operations Coordinator Position Type: Full-Time, Remote Working Hours: U.S. Business Hours (EST Required) About the Role We’re hiring a highly organized and execution-driven Business Operations Coordinator to support daily operations across systems, billing, scheduling, crew coordination, client communication, and administrative workflows. This is a hands-on, multi-functional role for someone who thrives in structured environments, pays close attention to detail, and takes ownership of operational accuracy. You will work directly with the Owner and help ensure operational systems, client workflows, billing processes, and crew coordination remain organized, responsive, and reliable. This is not a strategic management role — it is execution-focused and systems-driven. Success in this role comes from consistency, responsiveness, strong organizational discipline, and proactive problem-solving. Responsibilities Core Operational Execution • Maintain day-to-day operational workflows to ensure smooth business operations • Support the Owner with administrative coordination and operational follow-through • Monitor processes closely and proactively identify inefficiencies, risks, or workflow gaps • Ensure operational tasks are completed accurately and on time Systems & Data Management • Maintain and update CRM records, ensuring job data, client information, scheduling details, and operational records remain accurate and current • Organize and manage digital files across platforms including Excel, OneDrive, CompanyCam, and internal systems • Ensure consistency and accuracy across systems to prevent reporting, scheduling, or billing issues • Maintain clean operational documentation and organized workflows Invoicing & Billing Coordination • Process invoices accurately and ensure billing aligns with completed work and time tracking • Follow up on outstanding invoices and maintain organized accounts receivable records • Coordinate with accounting teams to maintain accurate documentation and financial records • Monitor discrepancies in billing, payroll coordination, or operational reporting Crew Scheduling & Job Tracking • Monitor crew schedules, assignments, and job progress using Aspire, Azuga, or similar platforms • Identify scheduling conflicts, attendance issues, delays, or operational gaps proactively • Ensure time entries and operational logs are accurate for payroll and job costing purposes • Coordinate updates between field crews, management, and scheduling systems Lead & Client Pipeline Management • Manage inbound leads and client communications on behalf of the Owner • Maintain CRM updates and ensure follow-ups are completed consistently • Prevent pipeline stagnation by ensuring inquiries, requests, and opportunities are tracked properly • Maintain professional communication with clients, vendors, and stakeholders Documentation, Reporting & Research • Prepare reports, operational summaries, proposals, and responses to Requests for Proposals (RFPs) • Assist with vendor research, pricing comparisons, and operational analysis • Maintain organized internal and external documentation for operational visibility and compliance • Support reporting and workflow tracking initiatives as needed Communication & Administrative Support • Manage and organize the Owner’s email inbox and Teams communication channels • Respond to routine communication and escalate priority items appropriately • Maintain clarity, organization, and responsiveness across communication workflows • Ensure administrative tasks are handled efficiently and professionally What Makes You a Perfect Fit • Highly organized with exceptional attention to detail • Strong execution discipline and operational follow-through • Comfortable managing multiple systems, workflows, and priorities simultaneous