Pool Construction Permitting & Office Administrator

Job Description

Job Description

Company Overview:  

Join our team at Carolina Pools LLC, an award-winning, high-quality swimming pool builder based in Greenville, SC and serving Upstate SC and Western NC with commercial and residential in-ground new builds and renovations. We specialize in custom Gunite and Vinyl liner pools with a strong reputation for quality and excellence. Our owner has been in the swimming pool industry for over 30 years, and we are looking for a strong administrative professional to support the permitting process and manage the daily office and administrative duties. Carolina Pools LLC is an exciting and rewarding place for a small business professional to further your career. Learn more about our company at: carolinapoolsllc.com.

Job Summary:  

We are seeking a hardworking and reliable Permitting and Office Administrator to join our team. In this role, you will support the permitting and inspection aspects of the construction projects as well as the paperwork and office components of operating the business. The ideal candidate is knowledgeable about the construction industry including permitting, insurance, customer interaction, project management software, as well as basic office operations including phones, filing, Quickbooks, payroll, and administrative assistance to the owner and construction managers. 

Responsibilities:  

·         Assist construction manager, owner, and other staff as a support role. Meet with construction managers & owner regularly to stay updated on progress of all jobs. 

·         Responsible for all Permit Applications for all jobs, throughout various counties in Upstate SC and Western NC. Track permitting progress of dozens of jobs from beginning to end of construction process, submitting site plan and land parcel information as needed. 

·         Request Utility Line Markings and Inspections for all jobs. Track and record inspection results throughout project life cycle. Communicate with inspectors as needed. 

·         Work with construction managers to ensure project tasks are tracked, recorded, and filed properly in both paper files and online project management software. 

·         Serve as office point-person while field staff is out on pool build jobs. Provide office information to field staff as needed. 

·         Track and record credit card receipts from all employees, code to jobs. 

·         Create job cost analysis in Excel per construction project. 

·          Coordinate/communicate with customers as needed for contracts, inspections, pool fence affidavits, pool material choices, photography of completed pools, and billing. 

·         Prepare pool completion info binders for each client as their swimming pools are completed. Include serial number tracking for all products used in their pool. 

·         Process and handle warranty claims on pool repairs and parts. 

·         Maintain updated subcontractor documents, including general liability insurance, worker’s comp, and W-9 forms. 

·         Assist with employee paperwork and HR onboarding forms. 

·         Process employee hours in Payroll system. 

·         Process invoices and accounts receivable, write checks, and run reports in Quickbooks online. 

·         Reconcile and update petty cash. 

·         Put together new client materials/folders for sales staff. Track, file, and order new brochures/materials when needed. 

·         Answer office phones daily and coordinate/schedule appointments for new client sales meetings. 

·         Executive assistance to owner with scheduling meetings, progress reports on job, estimates to potential clients, and other assistance as needed. 

·         Check mail; keep office stocked with supplies; clean office regularly – bathrooms, trash, vacuum. 

·         Social media posts (Facebook and Instagram) of projects in progress and completed. 

·         Order and stock company clothing, track usage by employees. 

Qualifications:  

·         Associates or Bachelor’s Degree preferred. 

·         5+ years in office administration, permitting, or project management preferred. 

·         Ability to effectively communicate, both written and verbal. Comfortable interacting with clients and the general public. 

·         Strong organizational skills and customer- service/interpersonal skills. Ability to prioritize and handle many differing tasks in a fast-paced environment. Paper filing, digital filing, archiving project files/employee files, etc. 

·         Office equipment and computer skills of copier/printer/scanner ; MS Office knowledge such as Word, Excel, Outlook; and ability to learn/use task management software/apps. (We use Asana to track project tasks.) Quickbooks or other basic bookkeeping experience. Tech savvy. 

·         Trustworthy and confidential when handling financial information and employee personal information. 

·         Basic knowledge of social media functions. 

·         Knowledge of or interest in construction industry/swimming pool construction preferred. 

·         Notary Public a plus but not required. Will be required to become a Notary Public for job. 

Job Type: Salaried, Full-time, M-F 8am-5pm 

Pay: $40,000 - $45,000 commensurate with experience and abilities 

What we offer:  

·         Competitive salary based on experience 

·         Generous paid time off policy 

·         401 (k) with company matching 

To apply: Please send resume, cover letter, and salary range requested to: View email address on ziprecruiter.com