Office & Operations Coordinator

Job Description

Job Description

Company: Restoration & Remediation Company
Position: Full-Time
Role: Office & Operations Coordinator

We are a small, hands-on restoration and remediation company looking for an organized and dependable Office & Operations Coordinator to help manage the day-to-day flow of our office, customers, and field team.

This position is the main connection between incoming customers, active jobs, and our field technicians. The ideal candidate is organized, comfortable speaking with customers, able to handle multiple jobs at once, and willing to take ownership of getting things done.

Main Responsibilities

Customer Calls & New Leads

• Answer incoming phone calls and respond to new customer leads.
• Speak with potential customers, understand their needs, and help convert qualified calls into scheduled jobs.
• Properly log calls, leads, customer information, and job details.
• Maintain and update the company CRM.
• Follow up with leads when needed.
  

Scheduling & Team Coordination

• Maintain the daily and upcoming work schedule.
• Coordinate with field team members and assign them to jobs.
• Communicate job addresses, appointment times, and basic job information to the team.
• Make schedule adjustments as jobs change throughout the day.
• Help keep owners and team members informed of job status and scheduling needs.
  

Active Job Management

• Follow up with field technicians regarding job progress, documentation, and next steps.
• Communicate separately with customers regarding scheduling, job progress, payments, and other necessary information.
• Make sure required forms, reports, photos, and other job documentation are completed and organized.
• Help keep active jobs moving from initial call through completion.

Basic Accounting & Payments

• Prepare and send invoices when needed.
• Follow up on customer payments and outstanding balances.
• Manage basic accounts receivable and accounts payable tasks.
• Record payments and maintain organized financial records.
• Prepare basic reports for ownership as requested.
  

General Office Administration

• Maintain organized customer and job records.
• Assist with paperwork, reports, emails, scheduling, and other administrative needs.
• Help improve office organization and day-to-day workflow.
• Perform other reasonable office and operational duties as requested by ownership.
  

What We Are Looking For

The right person should be:

• Organized and able to manage several tasks at the same time.
• Professional and confident when speaking with customers.
• Comfortable asking for the sale and helping convert incoming calls into jobs.
• Good at following up and making sure tasks do not get forgotten.
• Comfortable using CRM, scheduling, email, spreadsheets, and basic accounting software.
• Able to communicate clearly with both customers and field technicians.
• Dependable, detail-oriented, and willing to take initiative.
• Comfortable working in a small company where responsibilities sometimes overlap.
  

Experience in restoration, remediation, construction, plumbing, HVAC, property management, or another home-service business is helpful but not required.

About the Company

We are a small restoration and remediation company with a team of approximately five people. Our work primarily includes water damage restoration, mold remediation, and related services, along with limited construction work.

Because we are a small team, we are looking for someone who can become a central part of the operation—helping organize incoming work, customers, technicians, schedules, paperwork, and payments so jobs move smoothly from the first phone call through completion.