Operations Coordinator | Billing, Scheduling & Administrative Operations | Remote

Role Name: Operations Coordinator

Schedule: MST 08:00 - 17:00

Client Timezone: MST

Client overview

A growing US-based field services business is looking for a dedicated operations professional to keep its back office running smoothly. The team is small and close-knit, with a field-based owner, a business partner, a part-time office coordinator and an outsourced bookkeeper. They are building strong administrative foundations to support continued growth.

Job description

You will be the organized, reliable centre of the business, taking ownership of billing, invoicing, scheduling and communication so the owner can focus on the work in the field. You will make sure every job is billed on time, chase down outstanding payments, and keep everyone aligned and accountable. Your initiative and attention to detail will directly protect cash flow and keep commitments on track. You will also have room to grow as the team expands and the role evolves.

Responsibilities

• Manage billing and invoicing end to end so every job is billed on time and nothing is missed
• Follow up on outstanding invoices to reduce payment delays and cash flow gaps
• Manage emails and scheduling across the owner, business partner and team to keep jobs and commitments on track
• Keep QuickBooks Online records accurate in coordination with the bookkeeper
• Act as the central point of contact between the owner, office coordinator, partner and bookkeeper, sending reminders and following up on outstanding items
• Provide light personal admin support, such as aligning school and family scheduling with the business calendar

Must-have requirements

• Proven experience in administration, billing and invoicing
• Working knowledge of QuickBooks, ideally QuickBooks Online
• Familiarity with Google Workspace
• High level of attention to detail and strong organizational skills
• Strong written and verbal communication skills
• Ability to work independently, take initiative and keep others accountable

Nice-to-have requirements

• Bonus if you have exposure to payroll processing or payroll support
• It helps if you have experience supporting marketing or social media activities
• Bonus if you have experience supporting a busy, field-based business owner

Why join this team

• Full-time, fully remote role of roughly 7-8 hours per day
• High-trust position working directly with the owner, business partner, office coordinator and bookkeeper
• Real ownership of billing, scheduling and communication with visible impact on the business
• Opportunity to grow into payroll support as the team expands
• Potential to extend into marketing and social media support once the core admin role is established

Apply now. Start helping.