Administrative Assistant

Administrative AssistantDepartment: Customer Service & OperationsReports To: Office ManagerPosition SummaryThe Customer Service Representative is responsible for providing exceptional customer service while supporting the administrative and operational needs of the company.This position serves as a primary point of contact for customers while also supporting fleet management, inventory, mail, billable hours, and communication between the office and field teams.Key ResponsibilitiesCustomer ServiceAnswer customer phone calls, emails, and texts.Respond to questions regarding service, repairs, scheduling, and billing.Document customer requests.Route technical and service issues to the appropriate team member.Follow up on customer concerns.Maintain a professional customer experience.Schedule all Pool Assessments.Create new customer accounts, including leads.Deactivate cancelled customers.Ensure appointments are scheduled and communicated accurately.Complete new client follow ups, client check-ins, cold calling, and general maintenance of customer accounts.Complete high level follow ups.InventoryReceive and organize incoming inventory (chemicals, parts, uniforms, etc).Verify shipments.Maintain accurate inventory records.Monitor inventory levels and report low levels for ordering.Assist with inventory counts.Track inventory received and distributed.Report discrepancies and damaged shipments.Monitor returned inventory.Fleet OversightOversee administrative processes related to company vehicles and inventory.Ensure fleet records are accurate and up to date.Monitor vehicle maintenance schedules and required services.Oversee inventory receiving, tracking, and distribution procedures.Monitor inventory levels and purchasing needs.Complete monthly inventory and submit it to the Office Manager for purchasing.Review significant inventory discrepancies.Ensure office and field employees have the supplies necessary to perform their jobs.Update all relative spreadsheets and insurance.Office SupportCoordinate warranty and callback work.Review and complete installed items.Receive and sort mail.Prepare outgoing mail and packages.Maintain organized administrative records.Assist with general office organization.Business DevelopmentCoordinate relationships with realtors to secure new clients.Send a New Homeowner offer letter to homes of clients who sell their home.Send thank you/appreciation letters for all 5 star reviews, active referral partners, clients hitting service milestones, social media mentions, etc.Billable HoursCollect and review technician time records.Verify billable labor.Identify missing or incomplete time entries.Ensure billable work is properly documented for invoicing.Assist with billing discrepancies.Qualifications13 years of customer service, administrative, or operations experience preferred.Strong communication and organizational skills.Strong attention to detail.Ability to manage multiple priorities.Comfortable using computers, phones, email, spreadsheets, and service software.Reliable, professional, and dependable.Performance ExpectationsPrompt customer communication.Accurate inventory and fleet records.Accurate billable-hour tracking.Effective field communication.Timely follow-up.Strong organization and attention to detail.Physical RequirementsPrimarily office-based with occasional lifting, inventory organization, walking, and outdoor work around company vehicles.Career PathSuccessful employees may advance to Service & Repair Coordinator, Office Manager, or Operations Manager.Compensation & BenefitsCompensation is based on experience.Benefits may include:Paid time offPaid holidaysHealth, dental, and/or vision insuranceLegal InsurancePerformance bonusesTraining and professional developmentCareer advancement opportunities
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