Office & Operations Coordinator

About Splash City Pools

Splash City Pools is a veteran-owned swimming pool construction and remodeling company serving the greater Tampa Bay area. We are a growing company expanding our office and operations team and are looking for a highly organized, dependable, and professional Office & Operations Coordinator.

This is not simply a receptionist position. While you will be the first point of contact at our office, you will also play an important role in keeping our day-to-day business operations organized and supporting our customers, employees, project managers, field staff, vendors, and management team.

We are looking for someone who enjoys being the person who keeps things organized, follows through on tasks, solves small problems before they become large ones, and is comfortable taking ownership of administrative responsibilities.

What You'll Do

Your responsibilities will include a combination of front-office administration, customer service, warranty coordination, billing support, employee/vendor documentation, and general company operations.

Office & Customer Support

• Answer and route incoming company phone calls
• Greet customers, vendors, subcontractors, and visitors
• Monitor general company email accounts and route requests appropriately
• Handle incoming and outgoing mail and documents
• Maintain an organized and professional office environment
• Assist customers with general questions and direct technical/project questions to the appropriate team member
• Schedule meetings and appointments as needed

Warranty & Service Coordination

• Receive warranty and service requests from customers
• Create and maintain warranty/service tickets
• Gather photos, descriptions, equipment information, and other details before scheduling service
• Schedule warranty appointments with field technicians and subcontractors
• Communicate appointment information and updates to customers
• Follow up on open warranty items and ensure completed items are properly closed
• Escalate technical or unusual warranty issues to management or project managers

Billing & Administrative Support

• Assist with sending customer invoices when project billing milestones are reached
• Send routine payment reminders and follow up on outstanding balances
• Organize vendor invoices, receipts, purchase documents, and other financial paperwork
• Help ensure bills and purchases are associated with the correct project
• Maintain organized electronic records and project documentation
• Assist management and accounting with administrative requests

This position does not perform bookkeeping or make accounting decisions but will help ensure the information needed by management and accounting is accurate, organized, and complete.

Employee, Subcontractor & Vendor Administration

• Maintain W-9s, certificates of insurance, workers' compensation documentation, licenses, and other required records
• Track expiration dates and request updated documents when necessary
• Assist with new-hire onboarding paperwork
• Maintain employee documentation and assist with PTO/time-off records
• Collect and organize payroll-related information for management
• Maintain vendor and subcontractor contact information
• Assist with company vehicle records, registrations, maintenance scheduling, and documentation

General Operations

• Order office supplies, uniforms, business cards, signage, and other company materials
• Maintain organized digital files and company records
• Assist management with DocuSign and document requests
• Help maintain internal checklists, processes, and standard operating procedures
• Coordinate administrative requests between office staff, project managers, field employees, and management
• Assist with special projects as assigned
• Identify administrative issues and help develop better systems as the company grows

What We're Looking For

The right person for this position is extremely organized, dependable, professional, and comfortable juggling multiple responsibilities at once.

You should be someone who follows through without needing constant reminders and who takes pride in keeping things organized.

Required Qualifications

• 2 years of administrative, office coordination, customer service, or similar professional experience
• Strong written and verbal communication skills
• Professional and confident phone presence
• Strong computer and technology skills
• Comfortable learning CRM, project-management, and other business software
• Strong attention to detail
• Ability to prioritize multiple tasks and deadlines
• Ability to communicate professionally with customers, employees, subcontractors, and vendors
• Ability to handle confidential employee and company information appropriately
• Reliable attendance and punctuality
• Ability to work full-time in our Brandon office

Preferred Qualifications

• Experience with a construction, home-service, pool, roofing, HVAC, plumbing, electrical, or similar company
• Construction office or project administration experience
• Experience with QuickBooks
• CRM experience
• Experience coordinating warranty or service appointments
• Accounts receivable or invoicing experience
• Experience maintaining subcontractor COIs, W-9s, workers' compensation documentation, or compliance records
• Experience with Google Workspace, Microsoft Office, DocuSign, or similar software

Construction experience is preferred but not required. We are willing to train the right person on the swimming pool industry and our internal processes.

What Success Looks Like

Success in this position means that administrative items don't fall through the cracks.

Customers receive timely communication. Warranty requests are tracked. Invoices are sent when they're supposed to be. Documents are organized. Subcontractor paperwork stays current. The office runs smoothly. Employees know who to contact when they need administrative assistance.

Most importantly, we want someone who can take ownership of responsibilities instead of simply waiting to be given the next task.

Compensation

$23.00–$27.00 per hour, depending on experience and qualifications.

For a candidate with strong construction-office experience, QuickBooks familiarity, warranty/service coordination experience, or demonstrated ability to independently manage office operations, compensation may be toward the upper end of the range.

Why Join Splash City Pools?

Splash City Pools is growing rapidly, and this position provides an opportunity to join the company while we are continuing to build out our internal office and operational structure.

We're looking for someone who wants more responsibility than a traditional receptionist position and who can grow as the company grows. Strong performance can lead to additional responsibilities and advancement within our administrative and operations team.

Pay: $23.00 - $27.00 per hour

Benefits:

• Paid time off

Application Question(s):

• Tell us about a previous position where you were responsible for managing multiple customers, appointments, documents, deadlines, or administrative tasks at the same time. How did you keep everything organized?

Experience:

• administrative or office coordination: 2 years (Required)

Ability to Commute:

• Brandon, FL 33510 (Required)

Work Location: In person

Salary : $23 - $27