Client Services and Project Management

Description

Purpose

NRC Labs is Oregon’s largest accredited environmental testing laboratory, providing high-quality analytical testing services to communities and industries across the region. Our work is grounded in accuracy, efficiency, and strict adherence to regulatory and scientific standards.

Position Summary

The Client Services and Project Manager position is a role responsible for providing exceptional customer service to our clients and ensuring accurate and timely sample log in, reporting, and routine accounting support. Working under the supervision of senior staff, this role demands strong attention to detail along with excellent organizational and communication skills.  

Key Responsibilities

Sample Receiving and Login

• Accept samples and coolers from clients and delivery services. Review chain of custody documentation, sample condition, preservation, holding times, and acceptance requirements according to SOPs; document and communicate discrepancies.
• Enter samples into the Laboratory Information Management System (LIMS) according to chain of custody documentation, NRC Labs requirements, and client instructions. Maintain accurate client, project, and sample records
• Review sample login entries for accuracy and completeness after completing required training. Promptly notify laboratory and project management staff of short holding times, rush requests, or unusual circumstances.

Project Management and Reporting

• Coordinate routine project needs with clients, project managers, and laboratory staff. Monitor project status and reporting deadlines, communicate delays, and escalate issues requiring technical or management review.
• Generate and distribute authorized analytical reports using the correct client format and delivery instructions. Verify client and project information and report completeness before distribution.
• Develop a working knowledge of sample acceptance criteria and applicable testing requirements. Refer technical interpretations and regulatory questions beyond the position’s training to qualified staff.

Accounting Support

• Prepare and review client invoices using approved pricing, discounts, project agreements, and billing instructions. Verify that charges match the services performed.
• Accept and record client payments, including checks and credit cards, according to company procedures. Post payments to the appropriate accounts and help prepare deposit documentation.
• Assist with accounts receivable by sending invoices and statements, following up on past-due balances as directed, documenting client contacts, and referring disputed charges or payment arrangements to management.
• Help reconcile invoice and payment records between the LIMS and accounting system. Research discrepancies, maintain organized financial files, and provide records to accounting staff as requested.
• Protect client and financial information. Follow established approval procedures; credits, refunds, write-offs, and vendor payments require authorization.

Client Service and Office Support

• Answer calls, greet clients, and respond promptly and professionally to inquiries about sample submission, project status, reports, invoices, and payments.
• Prepare and ship bottle orders as directed. Monitor bottle inventory and office supplies and communicate replenishment needs.

Qualifications and Education

• High school diploma or equivalent required. Coursework or training in accounting, business, chemistry, biology, or a related field is helpful; a college degree is not required.
• At least one year of relevant customer service, administrative, laboratory support, or equivalent on-the-job training preferred. Experience with invoicing, payment processing, or bookkeeping is preferred.
• Strong attention to detail, basic math skills, organization, time management, and written and verbal communication. Ability to manage multiple priorities and work independently or as part of a team.
• Proficiency in Microsoft Word and Excel and the ability to learn LIMS and accounting software. Ability to read and follow company policies, SOPs, and client instructions.

Language Skills 

Must be able to read, write, and speak proficiently.  Ability to read and comprehend company policies and SOPs. 

Physical Demands 

The physical requirements outlined here represent the conditions an employee must meet to effectively perform the essential functions of this role. Reasonable accommodations can be provided to support individuals with disabilities in fulfilling these duties.

While performing the duties of this job, the employee may occasionally be required to stand, walk, sit, squat, push, use hands and fingers for manual tasks, operate computers, keyboards, monitors, and telephones, reach with hands and arms, and use hearing abilities.

The employee must occasionally lift and/or move up to 50 pounds. Specific vision abilities required by the job include close vision, distance vision, peripheral vision, depth perception, and the ability to adjust focus.  

The employee is required to possess and maintain a valid driver’s license with a clean driving record.

Work Environment 

The work environment characteristics outlined here represent the conditions an employee must meet to effectively perform the essential functions of this role. Reasonable accommodations may be provided to support individuals with disabilities in carrying out these functions.

Benefits

• Health, dental, vision, and prescription insurance
• Life insurance
• 401(k) with minimum 3% employer contribution
• Gym membership
• Generous vacation and sick time
• Flex time
• Paid holidays plus one floating holiday

Additional Information

• Opportunities for professional growth and advancement
• Employment contingent on drug testing and background check