What are the responsibilities and job description for the Administrative Services Coordinator position at Aquarius Pools & Spas?
We are seeking a highly organized, proactive Administrative Coordinator to support the daily operations of our retail, service, and maintenance departments at Aquarius Pools & Spas. This role is essential to the smooth flow of our front office and customer communications. You will manage appointments, support billing, coordinate field schedules, and serve as the first point of contact for customers—both in person and over the phone.
This position requires strong time management, attention to detail, and the ability to balance administrative responsibilities with high-quality customer service. The ideal candidate is someone who can manage multiple priorities, and brings a positive, professional attitude to the team. Pay is based on Qualifications and experience.
Duties & Responsibilities:
- Manage front desk operations, including greeting visitors and answering customer inquiries
- Use multi-line phone system to answer calls, direct inquiries, and take messages for service and sales teams
- Schedule service and maintenance appointments, working with field crews and internal systems
- Process invoices, manage customer billing, and update accounts receivable records
- Maintain calendars and coordinate internal meetings and field appointments
- Perform data entry, file documents, and manage digital records using Google Drive, QuickBooks, and POS software
- Support inventory tracking, placing retail orders and logging parts received
- Conduct pool/spa water tests (training provided) and provide product recommendations
- Assist managers with administrative tasks and help coordinate seasonal staff
- Serve as a personal assistant to owners or managers when needed, helping manage priorities
Qualifications:
- Associate’s or Bachelor’s degree preferred
- 2 years of experience in administrative, customer service, or office management roles
- Proficient in Microsoft Office and Google Workspace
- Experience with phone systems and POS software is a plus
- Strong organizational skills, with high attention to detail
- Excellent time management and the ability to juggle multiple priorities
- A proactive attitude and ability to work independently or as part of a team
- Prior experience in retail, service, or scheduling environments is a bonus
Job Type: Full-time
Pay: $20.00 - $25.00 per hour
Expected hours: No less than 40 per week
Benefits:
- 401(k)
- 401(k) matching
- Flexible schedule
- Paid time off
- Professional development assistance
- Retirement plan
Schedule:
- 8 hour shift
- Monday to Friday
- Weekends as needed
Work Location: In person
Salary : $20 - $25
