Office Manager

Job Description

Job Description

Office Manager – Pool Operations, Accounting & Customer Service

We are seeking a highly organized and detail-oriented Office Manager to oversee daily office operations, support pool management activities, handle accounting and administrative functions, and provide exceptional customer service. The ideal candidate is a proactive problem-solver with strong communication, organizational, and bookkeeping skills who can effectively manage multiple priorities in a fast-paced environment.

Key Responsibilities

Office & Administrative Operations

• Manage day-to-day office functions and administrative processes.
• Maintain office supplies, equipment, records, and filing systems.
• Coordinate schedules, meetings, and communications.
• Assist with policy implementation and operational procedures.
• Prepare reports, correspondence, and documentation.

Pool Operations Administration

• Support pool operations, seasonal staffing, and scheduling.
• Monitor incident reports and operational documentation.
• Assist management with pool opening and closing procedures.

Accounting & Financial Administration

• Process accounts payable and accounts receivable.
• Prepare invoices, deposits, and billing statements.
• Reconcile bank accounts and financial records.
• Assist with payroll processing and employee records.
• Maintain accurate financial reports and spreadsheets.
• Support budget tracking and financial audits.

Customer Service

• Serve as the primary point of contact for customers, employees, and corporate.
• Respond to inquiries via phone, email, and in person.
• Resolve customer concerns professionally and efficiently.
• Maintain positive relationships with clients and stakeholders.

Qualifications

• Associate's degree or equivalent work experience preferred.
• 3+ years of office management, accounting, or administrative experience.
• Experience with ADP, NetSuite, Microsoft Office Suite preferred.
• Strong bookkeeping and financial record-keeping skills.
• Excellent customer service and communication abilities.
• Ability to manage multiple projects and deadlines.
• Strong organizational skills and attention to detail.

Preferred Skills

• Experience in service companies like Pool, HVAC, Landscaping, Plumbing, or related Industry operations.
• Knowledge of payroll and HR administrative functions.
• Accounting experience (AR/AP, reconciliations) is mandatory.

Preferred Qualifications

• 3 + years of Service Industry office management experience

Benefits

• 401(k) matching
• Dental insurance
• Health insurance
• Health savings account
• Paid time off
• Retirement plan
• Vision insurance