Business Operations Coordinator (Sales & Operations Support)

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

About the Company

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.

The Role

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.

Key Responsibilities

CRM & Pipeline Management

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

Proposal Coordination & Sales Support

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

Operations & Project Coordination

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

Invoice Coordination & Payment Tracking

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

Administrative & Warranty Support

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

Process Improvement & Workflow Consistency

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

What Success Looks Like

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

Qualifications

Required

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

Preferred

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

Ideal Candidate Profile

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

Business Operations Coordinator (Sales & Ops Support) - 19409