Administrative Assistant

Suncoast Custom Pools is Southwest Florida’s premier luxury pool builder, known for exceptional craftsmanship, transparent communication, and a client-first approach. As we continue to grow, we are seeking a highly organized, proactive, and dependable Administrative Coordinator to support our fast-paced operations, leadership team, clients, and subcontractors.

Position Overview:

The Administrative Coordinator oversees the day-to-day administrative operations of Suncoast, ensuring seamless workflow across all departments. This individual plays a key role in appointment scheduling, permit processing, client communication, and operational coordination. The ideal candidate brings strong organizational skills, professionalism, and the ability to manage multiple priorities with confidence and care.

Key Responsibilities:

Office & Operational Management-

• Oversee daily office operations to ensure efficiency, organization, and a welcoming environment.
• Manage incoming phone calls, emails, and walk-ins; route inquiries appropriately.
• Maintain office supplies, vendor relationships, and administrative systems.

Appointment Setting & Client Coordination-

• Schedule and confirm client appointments, site visits, pre-construction meetings, and walkthroughs.
• Coordinate schedules for sales, project management, and field teams to ensure all appointments are aligned.
• Provide proactive communication to clients throughout different phases of their project.

Permitting, HOA, and Documentation Management-

• Prepare, submit, and track permit applications and renewals.
• Gather required documents, communicate with municipalities, and resolve permit-related issues.
• Complete HOA applications and manage all supporting documentation.
• Maintain organized project files, compliance records, subcontractor paperwork, and insurance certificates.

Customer Service & Client Resolution-

• Serve as a key point of contact for homeowners, providing updates, answering questions, and addressing concerns.
• Assist in resolving client issues promptly and professionally, escalating matters to leadership when necessary.
• Help maintain a positive client experience throughout the entire construction timeline.

Scheduling & Construction Support-

• Support the Project Manager by helping schedule subcontractors, inspections, deliveries, and internal team tasks.
• Update project calendars, timelines, and tracking sheets to ensure smooth communication across all departments.
• Assist with follow-ups and documentation needed for project readiness.

Subcontractor Support-

• Assist with subcontractors, ensuring paperwork and documentation are complete.
• Support communication between office staff, field teams, subcontractors, and clients.

Qualifications:

• 3 years of administrative or office management experience (preferred in pool construction, general construction, home services, or related industries).
• Strong organizational, multitasking, and problem-solving abilities.
• Excellent written and verbal communication skills with a professional, calm demeanor.
• Experience with permit applications or municipal processes is a plus.
• Proficiency in Microsoft Office, Google Workspace, and general CRM/software systems.
• Ability to handle sensitive information with confidentiality and professionalism.
• Positive attitude, team-oriented mindset, and ability to anticipate needs.

What We Offer:

• Competitive pay based on experience.
• Opportunity for growth within a rapidly expanding and family-oriented company.
• Supportive and collaborative team culture.
• Paid time off and potential for additional benefits as the company evolves.