Pool Construction Administrator

Job Summary

The Pool Construction Administrator plays a vital role in supporting the Construction Department through all phases of the project lifecycle—from job setup to closeout. This position is responsible for managing contracts, organizing receipts, processing invoices, coding expenses, and maintaining accurate job records. The role also ensures smooth communication between departments and accurate transfer of customer information to Service and Repair upon project completion. The ideal candidate is organized, detail-oriented, and able to manage multiple priorities in a fast-paced environment.

Key ResponsibilitiesProject Administration

· Set up new construction jobs in the company’s project management and accounting systems.

· Maintain accurate and organized job files including contracts, permits, change orders, and supporting documents.

· Coordinate with field supervisors, project managers, and accounting to ensure job setup information is complete and current.

· Communicate with vendors, subcontractors, and clients to collect necessary project information and documentation.

· Set up project signs and site boxes.

Contract Management

· Create and prepare contracts for new pool construction projects based on approved proposals.

· Ensure contract details, terms, and pricing align with company policies and customer agreements.

· Track contract signatures and maintain a digital filing system for all executed agreements.

· Prepare and process change orders, addendums, and contract updates as needed.

· Verify contract compliance and coordinate revisions or approvals with management.

Financial & Receipt Management

· Collect and manage all receipts for construction-related purchases.

· Accurately code receipts to the correct job, phase, and cost category.

· Reconcile credit card statements and employee expense reports for accuracy.

· Maintain digital filing systems for receipts and expense documentation to ensure audit readiness.

· Ensure precise record-keeping, cost monitoring, and regular financial reporting to help manage project budgets and support informed decision-making.

Invoicing & Accounts Support

· Prepare and issue customer invoices according to job milestones, change orders, and completion stages.

· Track and follow up on outstanding invoices to ensure timely collection.

· Review and process vendor invoices for accuracy and proper job coding.

· Collaborate with Accounting to ensure all transactions are properly entered, coded, and documented.

· Review and process vendor invoices against budget for accuracy and proper job coding.

Job Closeout & Department Transition

· Complete final project documentation and closeout checklist once construction is complete.

· Verify that all required permits, inspections, and final approvals are filed and recorded.

· Ensure all customer warranties, manuals, and maintenance details are properly documented.

· Transfer customer contact information, equipment lists, and project notes to the Service and Repair Departments for ongoing client support.

· Maintain organized and archived job files for future reference and compliance.

Communication & Coordination

· Serve as the primary administrative contact for the Construction Department.

· Communicate regularly with Construction, Service, and accounting teams to ensure smooth information low and coordination.

· Organize and prepare meeting agendas, document discussions and action items, and ensure meeting minutes are accurately recorded and shared promptly.

· Support scheduling, permit applications, and inspection tracking as needed.

· Organize and prepare meeting agendas, document discussions and action items, and ensure meeting minutes are accurately recorded and shared promptly.

· Facilitate the onboarding and setup process for all subcontractors.

· Track, verify and maintain up-to date insurance documentation for all sub-contractors.

Compliance & Reporting

· Maintain compliance with company and regulatory recordkeeping standards.

· Generate reports for job cost tracking, invoicing, and contract or project status.

· Assist management in audits, reviews, and financial reconciliations by providing complete and accurate records.

Qualifications

· 2 years of administrative or accounting experience, preferably within construction or project-based industries.

· Strong organizational skills and attention to detail.

· Proficiency with Microsoft Office and accounting/project management software (e.g., QuickBooks, Buildertrend, or similar).

· Excellent written and verbal communication skills.

· Ability to multitask, prioritize, and meet deadlines in a busy office environment.

Pay: $60,000.00 - $80,000.00 per year

Benefits:

• Dental insurance
• Employee discount
• Health insurance
• Paid time off
• Retirement plan
• Vision insurance

Work Location: In person

Salary : $60,000 - $80,000