About the Role<\/p>\n
\tWe\u2019re hiring a highly organized and execution-driven Business Operations Coordinator to support day-to-day business operations across systems, billing, crew tracking, client communication, and administrative workflows.
\n\tThis 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 support multiple moving parts across operations, finance coordination, scheduling, and client management.
\n\tThis role is not strategic oversight or high-level management \u2014 it is about consistent execution, system discipline, and ensuring that operational details are handled correctly the first time.<\/p>\n
What You\u2019ll Own
\nCore Operational Execution<\/p>\n
\tMaintain daily operational workflows to ensure smooth business performance.
\n\tSupport the Owner with administrative and operational coordination tasks.
\n\tIdentify inefficiencies or gaps and flag them proactively.<\/p>\n
Systems & Data Management<\/p>\n
\tMaintain and update records inside CRM, ensuring job data, client information, and scheduling details are accurate and current.
\n\tOrganize and manage digital files across platforms such as Excel, OneDrive, and CompanyCam.
\n\tEnsure data accuracy across systems to prevent reporting or billing errors.<\/p>\n
Invoicing & Billing Coordination<\/p>\n
\tProcess invoices and ensure billing aligns accurately with completed work.
\n\tFollow up on outstanding payments and maintain clean accounts receivable records.
\n\tCollaborate with accounting to ensure documentation and financial records remain organized and complete.<\/p>\n
Crew Scheduling & Job Tracking<\/p>\n
\tMonitor crew schedules and job progress using Aspire and Azuga.
\n\tIdentify scheduling conflicts, time discrepancies, or job delays proactively.
\n\tEnsure daily time entries are recorded accurately for payroll processing and job costing.<\/p>\n
Lead & Client Pipeline Management<\/p>\n
\tManage inbound leads and client communications on behalf of the Owner.
\n\tUpdate CRM records consistently to prevent pipeline stagnation.
\n\tTrack follow-ups and ensure no inquiries or requests go unanswered.<\/p>\n
Documentation, Reports & Research<\/p>\n
\tPrepare reports, proposals, and responses to Requests for Proposals (RFPs).
\n\tAssist with vendor research, pricing comparisons, and municipal contract research.
\n\tMaintain organized documentation for internal and external use.<\/p>\n
Communication & Administrative Support<\/p>\n
\tManage and organize the Owner\u2019s email and Teams communication channels.
\n\tRespond to routine communication and escalate priority items appropriately.
\n\tMaintain clarity and organization in digital communications.<\/p>\n
Must-Have Experience & Skills<\/p>\n
\tProven experience in operations coordination, administrative support, invoicing, or billing.
\n\tExperience working across multiple systems and platforms simultaneously.
\n\tHigh proficiency in Microsoft Office Suite (Excel, Outlook, Word, Teams, OneDrive).
\n\tExperience with CRM systems (Aspire experience is a plus but not required).
\n\tStrong written communication skills with professional email management ability.
\n\tHigh attention to detail with the ability to spot discrepancies quickly.
\n\tSelf-motivated operator capable of working independently with minimal supervision.
\n\tStrong organizational and time management skills in fast-moving environments.
\n\tOperational Environment (Important)<\/p>\n
This role is execution-focused and systems-driven.<\/p>\n
You\u2019ll be supported by:<\/p>\n
\tEstablished workflows and operational systems
\n\tDirect communication access to the Owner
\n\tClear expectations around reporting and follow-up cadence<\/p>\n
Your ownership is focused on:<\/p>\n
\tAccuracy in data, billing, and time tracking
\n\tReliable follow-through on client and crew coordination
\n\tMaintaining organized, up-to-date systems
\n\tClear communication and proactive problem identification
\n\tThis role rewards consistency, discipline, responsiveness, and strong organizational control.<\/p>\n
Key Metrics for Success<\/p>\n
\tAccurate and up-to-date CRM and operational records.
\n\tOn-time and error-free invoice processing.
\n\tClean time tracking and payroll coordination.
\n\tNo missed client follow-ups or pipeline stagnation.
\n\tProactive identification of scheduling or operational issues.
\n\tHigh confidence from leadership in operational reliability.<\/p>\n
Apply via company website ( ) or<\/p>\n
apply.workable.com<\/p>\n
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