What are the responsibilities and job description for the Branch Office Adminstrator position at National Pool Partners Inc?
National Pool Partners (NPP), a Certus Home Services company, is on a mission to elevate the pool service industry and make pool ownership seamless and enjoyable. As a rapidly growing organization, we seek professionals who embody our core values:
- Positive mindset and proactive approach
- Customer-focused with a passion for delivering results
- Self-starter with reliability and the drive to thrive in a fast-paced environment
Why Join NPP
- Dynamic, people-first corporate culture
- Comprehensive medical benefits, including company-paid dental
- 401(k) with company match
- Tremendous opportunities for career growth and professional development
Position Summary
The Branch Office Administrator is responsible for supporting the daily operations of a pool service and construction branch. This role works closely with the Branch Manager, field technicians, and office staff to ensure efficient scheduling, communication, customer service, and administrative functions. The ideal candidate thrives in a fast-paced environment and helps keep both office and field operations running smoothly.
What You’ll Do
- Works closely with the Branch Manager to ensure daily functionality of the branch
- Partner with the Branch Manager to ensure smooth day-to-day branch operations, including service, maintenance, and construction coordination
- Supervise and support Client Success Specialists or office staff, including training, scheduling support, and handling escalated customer concerns
- Act as a liaison between the branch and corporate/Branch Services teams to ensure operational needs are met
- Manage incoming customer inquiries (calls, emails, walk-ins) and route requests to the appropriate team (service, repairs, billing, etc.)
- Assist with customer communications, including service updates, scheduling notices, promotions, and social media posts
- Coordinate and prioritize daily mail, invoices, permits, and service-related documents
- Provide basic technical support for office systems or coordinate with IT for issue resolution
- Maintain office cleanliness, organization, and supply inventory (including field forms and materials)
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Support Accounts Receivable tasks such as invoicing, payment processing, and documentation tracking
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Prepare and manage daily bank deposits and maintain accurate financial records
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Track and manage inventory of pool-related merchandise and supplies (chemicals, equipment, branded apparel, etc.)
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Maintain and update vendor lists, subcontractor contacts, and referral networks
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Support scheduling coordination between customers and field technicians to ensure efficient route planning
- Provide backup support for dispatching, customer service, and other administrative functions as needed
What We’re Looking For
- Proven ability to work independently, prioritize, and manage multiple responsibilities
- Quick learner with proficiency in software and mobile applications
- Strong interpersonal skills to maintain positive relationships with customers, team members, and leadership
- Attention to detail and commitment to delivering outstanding customer service
- Dependable, professional, and able to navigate ambiguity with sound judgment
- Excellent organizational, written, and verbal communication skills with strong follow-through
- Leadership, initiative, and collaborative approach with a professional demeanor
- Proficiency in Microsoft Office Suite
Education & Experience Requirements
- High School Diploma/GED or equivalent experience required
- Minimum 3 years of professional experience, with at least 2 years in a management role is preferred
- Previous experience in a service industry preferred
- Experience in a fast-paced, cross-functional organization preferred
- Familiarity with pool service terminology and equipment is a plus
- Ability to pass pre-employment background check, drug test, and motor vehicle report
Physical Requirements & Work Environment
- Office: Noise level generally quiet; requires sitting, standing, and operating office equipment; occasional lifting up to 25 lbs.
- Reasonable accommodations will be provided for employees with disabilities.
Ready to make waves in the pool industry? Join NPP and be part of a team where your impact matters every single day!
Environmental Conditions and Physical Requirements:
The environmental conditions and the physical requirements described below are representative of those that must be met by an employee to successfully perform the duties & responsibilities of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the duties.
Environmental Conditions:
General Office Environment: Noise level in office environment is generally quiet.
Outdoor Service Environment: Position will be exposed to various work conditions, at a variety of client settings. Indoor conditions may have dust, heat, cold, noise, etc. Outdoor conditions may include exposure to the outdoor elements, seasonal weather, damp and/or dusty locations, freezing conditions, and hot conditions. The noise level in the work environment is moderate.
Physical Requirements:
If performing office duties: Employee is required to sit, stand, hear, and use hands to operate all office equipment. Employee must view computer monitors for long periods of time. Vision requirements are close vision and the ability to adjust focus. Employee occasionally will be required to lift, generally no more than 25 pounds.