Admin Assistant (Custom Pool Builders)

This is a remote position.

Administrative Assistant

About the Role

We are seeking an organized Administrative Assistant to support our pool construction business. This role is essential to our operations, handling client communications, project coordination, and financial documentation for 30-35 active pool construction projects.

Primary Responsibilities

Communication Management (40%)

• Handle and triage 80+ client calls and emails daily
  
• Serve as the main contact for clients, subcontractors, and team members
  
• Provide regular project updates to clients
  
• Prepare and follow up on quotes
  
• Manage client expectations and ensure high satisfaction
  

Project Administration (30%)

• Track and coordinate 30-35 active projects
  
• Maintain project documentation and client files
  
• Coordinate with subcontractors and manage timelines
  
• Document and process project variations
  
• Implement and manage job management software and client portal
  

Financial Management (20%)

• Process and reconcile statements and invoices in Xero
  
• Assist with job costing and tracking profitability
  
• Ensure accurate documentation and billing for variations
  
• Track and reconcile miscellaneous expenses
  

Systems & Process Improvement (10%)

• Implement and manage client portal system
  
• Develop and document Standard Operating Procedures (SOPs)
  
• Streamline administrative processes
  
• Maintain organized digital filing systems
  
• Identify and implement efficiency improvements
  

Key Performance Indicators

• Reduce calls to business owners from 80+ to under 20 daily
  
• Maintain 90%+ client satisfaction
  
• Achieve 100% financial reconciliation accuracy
  
• Ensure 80% usage of job management software
  
• Achieve 90% client adoption rate for portal
  
• Reduce owner workload by 20-30 hours weekly
  
• Maintain 95% accuracy in profitability reports
  

Requirements

Required Qualifications

• Experience in administrative or project coordination roles
  
• Proficiency in Xero, Google Workspace, and Microsoft Office
  
• Familiarity with project management tools and client portals
  
• Strong written and verbal communication skills
  
• Excellent organizational skills and attention to detail
  
• Ability to manage multiple projects simultaneously
  
• Basic understanding of construction (pool construction experience is a plus)
  

Required Skills

• Exceptional time management and prioritization
  
• Strong problem-solving and proactive approach
  
• Independent decision-making abilities
  
• Quick learner with adaptability to new systems
  
• Excellent client service and professional communication
  
• Strong financial accuracy and attention to detail
  
• Ability to handle sensitive information confidentially
  

Ideal Candidate Profile

• Self-motivated with a record of improving efficiency
  
• Experience in construction or related industries preferred
  
• Ability to implement and manage new systems
  
• Strong technical aptitude and eagerness to learn
  
• Detail-oriented with reliable follow-through
  
• Professional and client-focused demeanor