Job description

OFFICE ASSISTANT FOR GROWING POOL SERVICES COMPANY

We are a growing pool services company seeking a career-minded office assistant like you to join our team full time. We are looking for a talented individual interested in a longer term career with an opportunity for greater income and responsibility. You should have experience assisting managers with administrative and organizational tasks, drafting emails, providing customer service, answering and making phone calls, working with Microsoft Excel and Word. We will train you to use our business management software, whereby you will add new customer accounts, generate price quotes, log payments, mail invoices and make changes to pool technician routes among other administrative duties.

JOB DESCRIPTION

General

· Work independently from our office after completing training

· Professionally interact with and maintain customer relationships

· Work well with managers and employees in a team environment

· Leverage experience or learn about key aspects of a pool service business

Daily Activities

· Serve as the primary office contact

· Relieve management of administrative tasks

· Coordinate repair jobs and field manager schedules – send daily schedule

· Maintain office calendar

· Update and follow up on various jobs and projects to ensure scheduling and completion

· Take initiative as required to ensure office and administrative items are in order

Primary Duties and Responsibilities

· Utilize business management software for adding new customers, invoicing, logging payments and performing other administrative tasks

· Manage and maintain field managers’ schedule and appointments, including new customer visits

· Arrange and coordinate customer meetings

· Prepare and edit emails, some correspondence and other documents

· Monitor, respond to and distribute incoming communications

· Answer and manage incoming calls

· Interact with customers

Email and Phone Communications

· Draft standard emails to and respond to emails from customers

· Forward complex or high priority emails to appropriate managers

· Answer customer phone calls and respond to voicemails

· Forward voicemails to appropriate managers

Administrative, Clerical and Office Activities

· Generate price quotes using Microsoft Excel combined with business management software

· Utilize our business management software to add new customer accounts, generate price quotes, log payments, mail invoices and make changes to routes

· Database management and data entry

· Modify and email pool service maintenance agreements

· Perform pricing research on distributor website

· Place orders with suppliers

· Perform online and product research

· Create letters using Microsoft Word (occasionally)

· Other administrative and organizational activities

· Occasionally go into the field for photographs of customer pool equipment, gather customer information, deliver items to field personnel, or perform other administrative duties in the field.

JOB REQUIREMENTS

· Two- years of experience in an administrative role, preferably in the pool services or construction trades industry

· Reliable, trustworthy, and committed to team’s success

· Exceptional communication and interpersonal skills

· Excellent verbal and written communication skills (business writing sample will be required)

· Strong organizational skills and ability to prioritize tasks

· Strong problem-solving and decision making skills

· Ability to work effectively without supervision

· Exceptional attention to detail

· The ability to learn quickly through hands-on experience

· A positive customer service oriented attitude (permission-based customer service)

· Proficiency in use of MS Excel and MS Word and Adobe Acrobat

· Strong aptitude for problem solving

· Highly motivated with a strong work ethic

· Able to thrive in a high-volume, deadline-driven work environment

Please email us if you are interested in an initial telephone interview.

Job Type: Full-time

Pay: $40,000.00 - $50,000.00 per year

Benefits:

• Health insurance
• Paid time off

Schedule:

• Monday to Friday

Supplemental pay types:

• Bonus pay

COVID-19 considerations:
Customers do not visit us in the office.

Education:

• Associate (Preferred)

Experience:

• Microsoft Office: 2 years (Preferred)
• Customer Service: 2 years (Preferred)
• Bookkeeping: 1 year (Preferred)

License/Certification:

• drivers license (Required)

Work Location: One location

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