Office Manager

About Us

Biodynamic Restoration is a growing mold remediation and environmental services company serving residential and commercial clients throughout the Portland and SW Washington area.

Our customers often contact us while dealing with stressful and unfamiliar property conditions. We take pride in providing clear communication, thorough service, and a professional experience from the first phone call through project completion.

We are looking for an organized, responsive, and customer-focused Office Managerto help manage our office and keep leads, estimates, appointments, and customer follow-up moving forward.

Position Summary

This is a cross-functional position that supports sales, estimating, scheduling, customer service, and daily office operations.

You will often be the first person a prospective customer speaks with. You will be responsible for capturing accurate lead information, scheduling appointments, maintaining customer records, assisting with estimate preparation, and following up with prospective and existing customers.

The right person is comfortable working across multiple priorities, communicating with customers by phone and email, and following a lead from its initial inquiry through scheduling, estimating, approval, and project handoff.

This is not a passive front-desk role. It requires initiative, accountability, strong follow-through, and the ability to recognize what needs to happen next.

Key ResponsibilitiesLead Intake and Customer Communication

• Answer incoming phone calls, emails, website inquiries, and other lead sources promptly and professionally
• Gather accurate information about the customer, property, service request, timeline, and areas of concern
• Enter new leads and customer information into the company CRM or job-management system
• Identify urgent or time-sensitive requests and escalate them appropriately
• Explain the company’s general process and help customers understand the next steps
• Maintain professional, empathetic communication with homeowners, property managers, real estate professionals, contractors, and commercial clients
• Ensure no incoming inquiry is missed or left without a response

Scheduling and Calendar Coordination

• Schedule site visits, inspections, estimate-review calls, project onboarding calls, and other appointments
• Coordinate calendars between customers, estimators, management, and field personnel
• Confirm appointments and communicate scheduling changes
• Collect property addresses, access instructions, client contact information, reports, photographs, and other relevant documents before appointments
• Help maintain an efficient schedule while accounting for location, travel time, job urgency, and team availability

Sales Support

• Assist estimators with preparing, formatting, reviewing, and sending estimates
• Confirm that estimates include the correct customer information, property address, scope documents, attachments, and internal approvals
• Organize site notes, photographs, measurements, environmental reports, and supporting documentation
• Schedule post-estimate calls and help customers understand how to review and approve proposals
• Follow up on open estimates and unanswered proposals by phone and email
• Document customer questions, concerns, objections, and decisions
• Notify the appropriate team member when technical, pricing, or scope questions require additional review
• Help ensure accepted projects are transferred smoothly from sales into scheduling and production

Office and Operations Support

• Serve as a communication link between customers, estimators, managers, technicians, vendors, and referral partners
• Assist with project setup, work orders, customer onboarding, and job documentation
• Help collect signed agreements, approvals, deposits, and required customer information
• Maintain office documents, templates, forms, customer records, and standard operating procedures
• Assist with ordering office or project supplies as assigned
• Support invoicing, payment follow-up, vendor coordination, or basic bookkeeping tasks as needed
• Help improve administrative systems, communication templates, and internal workflows
• Provide general administrative support to management and field operations

What Success Looks Like

• Every new lead is captured accurately and receives a timely response
• Appointments are scheduled correctly and confirmed
• Customer records and CRM stages remain current
• Estimates move through preparation, approval, delivery, and follow-up without unnecessary delays
• Customers understand the next step and know whom to contact
• Sales and field teams receive complete, organized information
• Follow-up commitments are completed when promised
• Management has a clear view of the active lead and estimate pipeline

Required Qualifications

• At least two years of experience in office coordination, customer service, scheduling, sales support, construction administration, property services, or a related role
• Strong professional phone, email, and written communication skills
• Excellent organization and attention to detail
• Ability to manage multiple active customers, appointments, and deadlines
• Confidence speaking with customers who may be stressed, concerned, or unfamiliar with remediation work
• Strong follow-through and the ability to work without constant supervision
• Comfortable learning CRM, scheduling, estimating, and job-management software
• Proficiency with Google Workspace or Microsoft Office
• Ability to accurately enter data, maintain records, and document conversations
• Reliable attendance and punctuality

Preferred Qualifications

• Experience with restoration, mold remediation, environmental services, construction, property management, HVAC, plumbing, roofing, or another home-service industry
• Experience supporting estimators, salespeople, project managers, or field technicians
• Experience with CRM or field-service software
• Experience following up on sales leads or open estimates
• Basic knowledge of construction terminology, scopes of work, measurements, or job costing
• Bilingual communication skills are a plus but not required

Skills and Characteristics

• Organized and process-oriented
• Warm, professional, and confident on the phone
• Comfortable making outbound follow-up calls
• Able to communicate clearly without overpromising
• Calm under pressure
• Strong sense of urgency
• Able to identify missing information
• Comfortable asking questions and requesting clarification
• Accountable for deadlines and commitments
• Able to move between customer service, sales support, and operations throughout the day
• Interested in improving systems rather than simply maintaining them

Physical and Work Requirements

• Primarily office-based work using a computer and phone
• Ability to remain seated or work at a desk for extended periods
• Ability to occasionally lift and move office supplies weighing up to [20–25] pounds
• Occasional visits to project locations may be required
• Must be able to work reliably from the company office during scheduled hours

Pay: $28.00 - $31.32 per hour

Benefits:

• Health insurance
• Paid time off

Work Location: In person