Business Operations Coordinator

We’re 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.

Requirements

• Maintain daily operational workflows to ensure smooth business performance
• Support the Owner with administrative and operational coordination tasks
• Identify inefficiencies or gaps and flag them proactively
• Maintain and update records inside CRM, ensuring job data, client information, and scheduling details are accurate and current
• Organize and manage digital files across platforms such as Excel, OneDrive, and CompanyCam
• Ensure data accuracy across systems to prevent reporting or billing errors
• Process invoices and ensure billing aligns accurately with completed work
• Follow up on outstanding payments and maintain clean accounts receivable records
• Collaborate with accounting to ensure documentation and financial records remain organized and complete
• Monitor crew schedules and job progress using Aspire and Azuga
• Identify scheduling conflicts, time discrepancies, or job delays proactively
• Ensure daily time entries are recorded accurately for payroll processing and job costing
• Manage inbound leads and client communications on behalf of the Owner
• Update CRM records consistently to prevent pipeline stagnation
• Track follow-ups and ensure no inquiries or requests go unanswered
• Prepare reports, proposals, and responses to Requests for Proposals (RFPs)
• Assist with vendor research, pricing comparisons, and municipal contract research
• Maintain organized documentation for internal and external use
• Manage and organize the Owner’s email and Teams communication channels
• Respond to routine communication and escalate priority items appropriately
• Maintain clarity and organization in digital communications

Benefits

• Generous Paid Time Off
• 401k Matching
• Retirement Plan
• Relocation Assistance