Business Operations Coordinator at Pavago in Kenya, Kenya

Business Operations Coordinator (CRM, Billing, Scheduling & Operations Support) – Remote

Position Type: Full-Time, Remote Working Hours: U.S. Business Hours (EST Required)

About the Role

At Pavago, one of our clients is hiring a Business Operations Coordinator to oversee the day-to-day operational execution of the business across CRM management, billing, scheduling, client communication, and administrative workflows.

This is a highly execution-focused role where you’ll ensure operational systems remain accurate, organized, and running efficiently. You’ll support leadership by maintaining clean data, coordinating schedules, processing invoices, tracking follow-ups, and keeping critical business operations on track.

If you thrive in structured environments, enjoy detail-oriented work, and take pride in creating organized, reliable systems, this role is for you.

Responsibilities

Core Operations Support

• Maintain daily operational workflows and administrative processes.
• Support leadership with execution-focused operational tasks.
• Identify process gaps and operational inefficiencies proactively.
• Ensure consistency, accuracy, and follow-through across daily operations.

CRM & Data Management

• Maintain clean, accurate records across CRM platforms and operational systems.
• Manage data using:
  • Microsoft Excel
  • Google Sheets
  • OneDrive
  • CompanyCam
  • CRM systems
• Ensure data consistency to prevent billing errors, reporting issues, and operational gaps.
• Organize and maintain digital records and documentation.

Billing & Invoicing

• Process invoices accurately based on completed work.
• Track outstanding balances and follow up on overdue payments.
• Maintain organized accounts receivable records.
• Coordinate with accounting to support reconciliations and documentation.
• Ensure billing records remain accurate and up to date.

Scheduling & Workforce Coordination

• Monitor schedules using Aspire, Azuga, or similar platforms.
• Identify scheduling conflicts, time discrepancies, and job delays.
• Support accurate time tracking for payroll and job costing.
• Help maintain efficient scheduling across active projects.

Client & Lead Coordination

• Manage inbound client inquiries and operational communication.
• Maintain accurate CRM pipelines and ensure no follow-ups are missed.
• Track client communication and maintain organized records.
• Support ongoing client coordination and operational workflows.

Reporting & Administrative Support

• Prepare operational reports, proposals, and RFP responses.
• Conduct vendor, pricing, and contract research.
• Maintain organized documentation and reporting systems.
• Support leadership with administrative coordination and project tracking.

Communication & Executive Support

• Assist with executive email management and Microsoft Teams communication.
• Respond to routine operational requests.
• Escalate urgent issues promptly.
• Keep communication organized, professional, and actionable.

What Makes You a Great Fit

• Highly organized with exceptional attention to detail.
• Comfortable working within structured, systems-driven environments.
• Proactive, dependable, and ownership-focused.
• Able to manage multiple priorities without sacrificing accuracy.
• Strong follow-through and commitment to operational excellence.

Required Experience & Skills

• Experience in operations coordination, administrative support, billing, invoicing, scheduling, or related operational roles.
• Strong proficiency with:
  • Microsoft Excel
  • Outlook
  • Word
  • Teams
  • OneDrive
• Experience working with CRM systems (Aspire experience is a plus).
• Strong written English communication skills.
• Ability to work independently while maintaining high levels of accuracy and organization.

Nice to Have

• Experience using Aspire, Azuga, or similar operational platforms.
• Background supporting construction, landscaping, field service, or operations-driven businesses.
• Experience with:
  • Payroll coordination
  • Job costing
  • Accounts receivable follow-up
  • Operational reporting

What Success Looks Like

• CRM and operational systems remain clean, accurate, and up to date.
• Invoices are processed accurately and on time.
• Schedules remain organized with minimal conflicts.
• No missed client follow-ups or communication gaps.
• Leadership has confidence in operational execution and reliability.
• Operational issues are identified and resolved proactively.

Interview Process

• Initial Screening Call
• Video Interview with Pavago Recruiter
• Practical Assessment (Workflow or Operations Scenario)
• Client Interview
• Offer & Onboarding

What Happens After You Apply

Right after you apply, you’ll receive an email invitation from Spark Hire to record your Intro Video. This short, self-recorded video is the final step that completes your application.

Instead of repeating yourself across multiple screening calls, you’ll introduce yourself once, and your video will be shared with the hiring team. This allows hiring managers to evaluate your communication style early, making future interviews more meaningful while reducing unnecessary interview rounds.

Don’t overthink it—you can record your video as many times as you’d like before submitting it. Only your final submission will be reviewed. Please keep an eye on both your inbox and spam folder for your Spark Hire invitation.

Apply Now

If you’re highly organized, systems-oriented, and enjoy keeping operations running accurately and efficiently, we’d love to hear from you. Apply today and help build the operational foundation that keeps the business moving forward.