Office Manager

Overview

Office Manager (Customer-Focused, On-Site)

Location: On-Site – Washington State

Type: Full-Time Salary: $46,000 – $52,000 annually
, depending on experience + Full benefits package

Reports To: Owner / Managing Partner

Role Overview

We are hiring a highly organized, customer-driven Business Operations Manager to manage projects and customers from the first phone call through job completion
. This is a 100% on-site role and serves as the central point of contact between customers, crews, municipalities, and ownership.

You will answer phones, follow up with customers, coordinate permits, schedule work, and ensure every job is fully prepared and executed smoothly. This role is ideal for someone who enjoys ownership, accountability, and working directly with customers in a fast-paced service environment.

Our services include tree services, roofing, landscaping, construction, and firewood delivery
, and you will work across all divisions as needed.

You will work directly with customers across our service lines, including:

• Tree Services
• Roofing & Gutters
• Landscaping & Hardscaping
• Construction Services
• Firewood Delivery

• Answer incoming phone calls and respond to customer inquiries
• Serve as the primary point of contact for customers throughout the project
• Follow up on estimates, approvals, scheduling, and outstanding items
• Keep customers informed, confident, and taken care of from start to finish
• Handle questions, changes, and escalations professionally

• Apply for permits with cities, counties, and local jurisdictions
• Communicate with permit desks, planners, and inspectors
• Track permit status and required documentation
• Coordinate arborist reports, site plans, and supporting documents when required
• Ensure all work is compliant before crews are dispatched

• Schedule jobs and coordinate crews, equipment, and access
• Ensure jobs are fully prepared before work begins (permits, notes, logistics)
• Track job progress and assist with resolving issues
• Help push projects efficiently from approval to completion

• Maintain accurate customer records, job notes, and documents in the CRM
• Coordinate internally with field crews, estimators, and ownership
• Assist with invoicing, change orders, and job closeout
• Identify bottlenecks and suggest process improvements

• 3+ years of experience in customer service, operations, or project coordination
• Strong phone presence and written communication skills
• Highly organized with excellent follow-through
• Comfortable managing multiple jobs and customers at once
• Ability to work fully on-site during business hours
• Tech-savvy and comfortable using CRMs, email, and scheduling tools
• Willingness to learn permitting processes (experience is a plus)

• Home services, construction, tree services, landscaping, or trades background
• Experience working with city or county permitting departments
• Familiarity coordinating crews, schedules, and job logistics
• Ability to read basic site plans, notes, or reports

• Customers feel informed and supported at every stage
• Permits are submitted correctly and tracked proactively
• Crews arrive to fully prepared jobs
• Fewer delays due to missing information or follow-up
• Ownership can focus on growth while operations run smoothly

This role is the backbone of our daily operations
. You are not just answering phones—you are owning customers, protecting compliance, and ensuring projects move forward without chaos
.