Business Operations Coordinator (Sales & Ops Support) - 19409

Location: Remote
Schedule: Full-Time | Overlap with EST business hours preferred

We are a fast-growing home services / construction business entering an exciting growth phase after a strong first year of operations. With strong early traction, an expanding project pipeline, and a recently hired operations manager, the company is focused on building the right internal systems to scale efficiently.

The founder is highly growth-oriented and focused on getting out of the day-to-day operational weeds to spend more time on strategy, revenue growth, and long-term expansion. This role is critical to making that happen.

This is a Business Operations Coordinator / Sales Operations Support role designed to serve as the operational backbone of the business.

The founder remains the primary person handling all sales consultations and closing homeowners, while this role will support the backend workflow that keeps the business organized, efficient, and moving forward.

You will own the systems, follow-ups, coordination, and operational execution behind the scenes — ensuring leads are properly managed, proposals are organized, invoices are sent, payments are tracked, and nothing falls through the cracks.

This is not an Executive Assistant role and not a traditional “VA” position. We are looking for a strong operator and executor — someone highly organized, proactive, reliable, and process-driven who thrives inside systems and helps create consistency as the business scales.

• Own CRM organization and sales pipeline maintenance
• Ensure all leads are properly tracked, updated, and followed up on
• Manage consistent follow-up cadence via text, email, and CRM workflows
• Re-engage older prospects and dormant leads
• Notify the founder when leads are warm and ready for direct sales conversations
• Help ensure no opportunities fall through the cracks

• Organize project photos, homeowner notes, and supporting documentation for proposals
• Assist in preparing homeowner proposals and ensuring proposal details are complete and accurate
• Support sales workflow from initial consultation through project acceptance
• Maintain clear documentation between sales conversations and project execution

• Support smooth handoff between sales and operations teams
• Help maintain organized project documentation and workflow visibility
• Assist with job costing organization and internal reporting
• Ensure project details, budgets, labor assumptions, and notes remain structured and accessible

• Coordinate homeowner invoice creation based on predefined workflows
• Ensure invoices are sent on time according to project milestones
• Track payment status and outstanding balances
• Help maintain visibility into AR and flag delayed payments
• Coordinate receipts and supporting financial documentation for the bookkeeper

• Assist with manufacturer submissions and warranty documentation
• Manage required receipts, forms, and administrative submissions
• Support post-project customer communication including Google review follow-up
• Ensure documentation stays clean, organized, and audit-ready

• Identify inefficiencies and recommend workflow improvements
• Help implement better internal systems and repeatable processes
• Support light AI tools and automation where helpful
• Create operational consistency as the company grows

• CRM and pipeline are clean, organized, and consistently managed
• Leads are followed up on without founder involvement
• Proposal coordination is smooth and organized
• Invoices go out on time and payment tracking is clear
• Sales-to-operations handoff is seamless
• Administrative tasks and documentation are handled proactively
• Founder spends less time in operational chaos and more time on growth

• 3+ years of experience in Business Operations, Sales Operations, Project Coordination, or similar operational support role
• Strong experience with CRM management and pipeline organization
• Proven ability to manage multiple moving parts with high attention to detail
• Strong written and verbal English communication skills (C1/C2 preferred)
• Highly organized, reliable, and execution-focused
• Comfortable supporting a fast-moving founder-led business

• Experience in construction, home services, or project-based businesses
• Experience with homeowner/client communication workflows
• Exposure to invoicing, payment tracking, AR/AP coordination, or bookkeeping support
• Familiarity with proposal coordination and project documentation
• Experience with operational systems, process building, or workflow improvement
• Light familiarity with AI tools or workflow automation

• Highly organized and naturally process-driven
• Strong executor who thrives in operational ownership
• Proactive and dependable — you don’t need constant direction
• Comfortable working across sales support, admin, operations, and financial coordination
• Strong follow-through and ability to keep people accountable
• Focused on building structure and consistency rather than “strategy” alone