Service Department Assistant

Job Description

Job Description

Join our growing service team as a Service Department Assistant/Customer Support . In this role, you will be the primary point of contact for our clients and the operational engine behind our day-to-day dispatch and field service operations.

If you excel at customer communication, thrive in a fast-paced environment, and bring strong organizational skills to administrative management, we want to hear from you.

Key Responsibilities- Client Relations & Communication

• First Point of Contact: Answer incoming calls, manage multi-line phone systems, and respond promptly to client inquiries via phone, email, and web portals.
• Customer Support: Provide clear, professional assistance regarding service appointments, warranty claims, basic water chemistry questions, and general pool maintenance.
• Proactive Scheduling Updates: Notify clients and field technicians in real time regarding schedule adjustments, arrivals, or weather delays.

Operations & Administrative Support

• Dispatch & CRM Management: Maintain accurate customer records, service histories, and job notes in our dispatch and CRM software.
• Scheduling & Inventory: Assist the Service Manager with daily job routing, field support, inventory tracking, and warranty claim processing.
• Document Management: Maintain physical and digital filing systems, assist with email management, and proofread outgoing communications.
• Assist with other tasks as they come up.

Qualifications & SkillsRequired

• Administrative Experience: Minimum 1–2 years in an office support, clerical, or customer service role.
• Software Proficiency: Strong working knowledge of Google Workspace (Gmail, Docs, Sheets, Drive).
• Communication: Outstanding phone etiquette, active listening, and strong written communication skills.
• Detail-Oriented & Organized: High data entry accuracy, exceptional time management, and the ability to multitask under peak season volume.

Preferred

• Industry Knowledge: Basic familiarity with pool/spa equipment, water chemistry, or trade/field service operations is a plus.
• Customer Service Knowledge: Previous experience in a high-volume, customer-facing role strongly preferred.

Compensation & Benefits

• Pay: Commensurate with experience
• Overtime: Availability during peak spring/summer season
• Retirement: 401(k) with company match
• Time Off: Paid Sick Leave

Benefits:

• 401(k) matching
• Employee discount
• Paid time off
• Retirement plan

Experience:

• Customer service: 1 year (Required)
• Pool maintenance: 1 year (Preferred)