Business Operations Coordinator (CRM, Billing & Scheduling)

Location: Remote from Panama; availability during EST business hours required

Company

hirify.global is coordinating a client opportunity focused on day-to-day business operations, CRM administration, billing, scheduling, and field-service workflows.

What you will do

• Maintain accurate CRM, operational, workflow, and digital records across Excel, Google Sheets, OneDrive, CompanyCam, and CRM systems.
• Process invoices, track outstanding balances, maintain accounts receivable records, and coordinate reconciliations with accounting.
• Monitor crew schedules, active jobs, operational workflows, time tracking, payroll data, and job costing.
• Manage client inquiries, follow-ups, CRM pipelines, executive communication, scheduling, and Microsoft Teams workflows.
• Prepare reports, proposals, RFP responses, operational summaries, and research on vendors, pricing, contracts, and operations.
• Identify discrepancies, process gaps, scheduling conflicts, delays, and urgent operational issues, escalating or resolving them proactively.

Requirements

• Experience in operations coordination, administrative support, billing or invoicing, scheduling, or workflow management.
• Strong proficiency with Excel, Outlook, Word, Teams, and OneDrive.
• Experience working with CRM systems and maintaining accurate operational data.
• Strong written English communication and excellent attention to detail.
• Ability to manage multiple priorities and follow-ups independently in a dependable, proactive manner.
• Availability during EST business hours and residence in Panama required.

Nice to have

• Experience with Aspire, Azuga, or CompanyCam.
• Construction, landscaping, home-services, or field-service experience.
• Payroll coordination, time tracking, job costing, accounts receivable, or payment follow-up experience.

Culture & Benefits

• Fully remote work with high ownership of daily business operations.
• Direct collaboration with leadership and clear, measurable workflows.
• Exposure to billing, CRM, scheduling, and field operations.
• Potential growth toward Operations Manager, Executive Operations, or Chief of Staff-style roles.

Hiring process

• Initial application review followed by a Spark Hire introductory video.
• Operations and systems interview, followed by a practical workflow or scenario exercise.
• Final client interview, offer, and onboarding.