Office Administrator

We are seeking an organized, proactive Office Administrator with experience in pool construction to coordinate daily administrative activities and support our operations team. The ideal candidate is proficient with Windows computers and can manage multiple tasks and projects simultaneously.

Responsibilities

• Coordinate daily office activities and maintain organized records.
• Provide administrative support for pool construction projects, from contract signing through project closeout.
• Maintain accurate contracts, project files, change orders, invoices, and payment records.
• Work with sales, permitting, operations, and accounting teams to follow up on outstanding items and deadlines.
• Respond professionally to customer and vendor calls and emails, route requests, and follow through until resolved.
• Assist with purchase orders, material tracking, and vendor coordination.
• Enter and update information in company software.
• Prepare reports on pending tasks, project progress, and matters requiring management attention.
• Handle confidential information with discretion and professionalism.

Requirements

• Previous experience in office administration.
• Knowledge of pool construction processes, project phases, materials, and terminology.
• Proficiency with Windows operating systems, including managing files and folders, installing and using software, connecting printers, and basic troubleshooting.
• Proficiency in Microsoft Office, particularly Excel, Word, and Outlook.
• Strong organizational skills, attention to detail, and ability to prioritize.
• Excellent communication and customer service skills.
• Ability to work independently and consistently follow up on outstanding tasks.

Preferred Qualifications

• Experience using Buildertrend for project tracking, documentation, and communication.
• Experience using QuickBooks for invoicing, payment entry, and administrative accounting support.
• Familiarity with construction permits and inspections.
• Bilingual proficiency in English and Spanish.

Ideal Candidate

A dependable, resourceful professional who takes initiative, keeps information current, and ensures outstanding matters are addressed promptly.

Pay: $750.00 - $850.00 per week

Work Location: In person