About Us:
Aloha Pool Service has been proudly serving the DFW area for nearly 20 years and is recognized as a leader in the industry. As an employee-owned company, we pride ourselves on delivering exceptional service to our customers while fostering a collaborative and growth-oriented workplace. We are seeking a proactive and detail-oriented Office Manager to support our operations, drive sales, and ensure the seamless functioning of our office.
Role Summary:
The Office Manager will be responsible for overseeing daily office operations, supporting field technicians, managing customer communications, and ensuring administrative tasks are handled efficiently. In addition, this role will include sales responsibilities, such as securing new customers, retaining existing ones, and identifying opportunities for growth.
Key Responsibilities:
Sales & Customer Growth
- Sell initial and recurring services to residential pool owners via inbound calls.
- Proactively engage the existing customer base via outbound calls to promote additional services or upgrades.
- Follow up with potential customers on open quotes or inquiries to convert leads into sales.
- Develop and maintain knowledge of services offered to answer customer questions and build trust.
Customer Communication
- Respond to customer inquiries via phone, email, and text in a professional and timely manner.
- Route inbound requests to the appropriate team member or department (Service & Repair).
- Assist with customer onboarding in systems like QuickBooks Online (QBO) and Skimmer.
Administrative Operations
- Record, schedule, and track repairs and work orders.
- Monitor and process customer payments, including checks, credit cards, and invoices.
- Review monthly service invoices and ensure accuracy in billing.
- Develop and maintain procedures for accounts payable and receivable.
Office Coordination
- Track and organize daily expenses and receipts.
- Manage candidate interview scheduling and job postings.
- Coordinate team meetings and maintain office supplies and equipment.
- Assist in creating repair invoices and sending out new bids to customers.
Financial Responsibilities
- Collect, record, and deposit customer payments in a timely manner.
- Support financial tracking and ensure all transactions are accurately documented.
Support to Field Operations
- Assist field technicians by managing their schedules and ensuring they have the necessary resources.
- Communicate daily updates and changes effectively to the team.
Additional Tasks
- Provide ad hoc administrative support as needed.
- Continuously improve office processes for greater efficiency and customer satisfaction.
Qualifications:
- Strong organizational and multitasking skills.
- Proven sales or customer service experience, with a strong ability to engage and close sales.
- Excellent verbal and written communication abilities.
- Proficiency in office software, including QuickBooks Online; familiarity with industry tools like Skimmer is a plus.
- Previous experience in office management or administrative roles preferred.
- Ability to work independently and collaboratively in a team environment.
What We Offer:
- Competitive pay based on experience.
- Health, Vision, & Dental Insurance
- Sales performance bonuses and incentives.
- A collaborative and supportive work culture in an employee-owned company.
- Opportunities for professional development and growth within the organization.
