Office Administrator

Fast-growing pool company is looking for an Office Administrator. The job will be based out of our James Island office. We are looking for someone with a great attitude who gets along well with others and has fun coming to work! We are seeking a highly organized and proactive Office Administrator to serve as the central hub of communication within our company. This role is the first point of contact for incoming calls and service needs , ensuring all requests are routed quickly and accurately whether it be a customer or sales rep. In addition, this position supports our top-performing sales portfolio and plays a key role in monitoring service operations in real time—helping us deliver fast, reliable, and high-quality service to our customers. Key Responsibilities Primary Responsibilities 1. Phone Coverage & Customer Intake Answer incoming phone calls in a professional, friendly, and organized manner. Gather complete customer information, including: Customer name Property address Phone number Email address Pool/community name, if applicable Reason for calling Determine whether the call relates to: Weekly pool maintenance Repair or equipment issues Renovation/project work Sales or estimates Billing or payments Scheduling Commercial account concerns General office questions Take detailed notes and route the message to the correct person or department. Avoid giving technical answers outside the position's role and instead gather information for the appropriate manager or coordinator. 2. Customer Triage & Communication Support Help identify urgent customer concerns, such as: Pool leaks Equipment failures Unsafe pool conditions Green pools Commercial pool issues Access problems Customer complaints Make sure urgent issues are passed along quickly to the correct internal team member. Help separate true emergencies from normal scheduling, service, or follow-up requests. Assist with basic follow-up communication when directed by management. Help ensure customer concerns are documented clearly so managers are not starting from scratch. 3. Support for Scheduling & Open Jobs Assist the scheduling team by gathering complete information before requests are passed along. Help organize paperwork, approvals, notes, or documents related to open jobs. Assist with printing schedules, work packets, service documents, or job-related paperwork as needed. Help make sure customer approvals, signed proposals, photos, or supporting documents are saved or routed properly. Support the office in keeping job information organized and easy to find. 4. Filing, Scanning, Printing & Document Management Print, scan, copy, file, and organize company documents as needed. Maintain organized physical and digital files for: Customer paperwork Signed proposals Permits Vendor documents Employee documents Service forms Job packets Billing support paperwork Internal reports Ensure documents are saved or delivered to the correct person or department. Help prevent paperwork from piling up, getting misplaced, or sitting unprocessed. Assist with preparing folders, packets, labels, envelopes, and other office materials. 5. Office Organization & Cleanliness Keep the front office, shared work areas, conference areas, and common spaces clean and presentable. Help maintain a professional office environment for employees, vendors, customers, and visitors. Organize paperwork, supplies, mail, and general office materials. Restock printer paper, folders, pens, envelopes, labels, and other basic office supplies. Notify management when supplies are running low. Help make sure the office does not become cluttered or disorganized during the busy season. 6. Administrative Support for Departments Provide general administrative support to the following teams as needed: Maintenance Department Help route service-related customer calls and complaints. Gather information about missed service, pool condition concerns, access issues, or recurring maintenance questions. Assist with printing or organizing maintenance-related paperwork when needed. Repair Department Help gather customer information for equipment issues, diagnostics, leaks, and repair requests. Route repair-related calls to the proper coordinator or manager. Assist with organizing repair paperwork, approvals, job notes, or supporting documents.

Renovation / Project

Department Help with printing, scanning, and filing renovation paperwork. Assist with organizing signed proposals, change orders, permits, and project documents. Help route project-related customer calls to the appropriate project manager or salesperson. Sales Department Help gather customer information for new leads or estimate requests. Route new sales opportunities to the appropriate salesperson or manager. Assist with printing or organizing proposal-related documents.

Billing / Bookkeeping

Route billing questions to the correct person. Help scan, file, and organize billing-related paperwork when directed. Assist with collecting or organizing signed approvals, payment paperwork, or customer account documents. 7. Mail, Deliveries & Vendor Interaction Receive and sort mail, packages, and deliveries. Notify the correct person when important mail or packages arrive. Help keep vendor documents, invoices, packing slips, and office correspondence organized. Greet vendors, visitors, applicants, or customers who come into the office and direct them appropriately. 8. Meeting & Leadership Support Assist with preparing printed materials for meetings when needed. Help organize notes, handouts, reports, or internal documents. Support the leadership team with basic administrative projects. Assist with simple data entry, spreadsheet cleanup, or list organization when assigned. Help reduce administrative distractions for managers by handling basic office-level tasks.

Why This Role Matters:

This position is critical to keeping our operations running smoothly. You will directly impact customer satisfaction, team efficiency, and overall service quality by ensuring the right information gets to the right people—at the right time.

Job Type:

Full-time Pay:

From $60,000.00 per year

Benefits:

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

Education:

Associate (Preferred)

Experience:

Microsoft Office:

2 years (Preferred) Administrative experience: 2 years (Preferred)

Work Location:

In person