Join our community of growth stage businesses

Job Title: Professional Services Coordinator

Department: Field Operations

Reports To: Director of Field Operations

Supervises: N/A

Salary Range: $20-$26 Per Hour

SUMMARY OF ESSENTIAL DUTIES AND RESPONSIBILITIES

The Professional Services Coordinator will serve as the trusted assistant to the Director of Field Operations, playing a vital role in ensuring the efficient operation of the Field Operations team. This position involves providing comprehensive administrative support to senior management and staff members, with a focus on coordinating field operations activities. Key responsibilities include organizing and managing schedules, facilitating communications, and assisting in the execution of various administrative tasks. The successful candidate will contribute to a productive and well-organized work environment, enhancing overall office functionality, while specifically supporting the Director of Field Operations.

Key Responsibilities Include:

• Act as the primary point of contact between the Director of Field Operations and internal/external stakeholders
• Manage the director's calendar, schedule appointments, and coordinate meetings, ensuring efficient time management
• Maintain professional and confidential communication on behalf of the director, including managing incoming calls, emails, and messages. Prioritize and respond to inquiries, redirecting or delegating as appropriate
• Draft, proofread, and distribute correspondence and presentations on behalf of the director in an accurate and precise manner
• Accurately enter data into databases and spreadsheets
• Assist in creating and editing reports, documents, spreadsheets, and presentations as needed
• Organize and maintain physical and electronic files, records, and documents
• Assist in the coordination and scheduling of field operations activities, including site visits, inspections, and projects, including channel partner projects
• Act as liaison with field teams, providing necessary information, documentation, and logistical support
• Ensure timely dissemination of field reports and project status and updates to relevant parties
• Help maintain equipment inventory and coordinate and schedule repairs or maintenance as needed
• Identify and address administrative challenges promptly and efficiently.
• Propose process improvements to enhance office and field operations efficiency.
• Handle sensitive information and maintain strict confidentiality as required.
• Arrange travel itineraries, accommodations, and transportation for the director and field teams.
• Submit detailed travel expense reports with receipts to the accounting department
• Organize logistics for off-site meetings, conferences, and events
• Maintain office supplies and equipment, reordering as necessary
• Oversee office organization and cleanliness, ensuring a conducive and safe work environment
• Serve on safety committee and attend safety meetings each month
• Assist in ad-hoc projects and tasks assigned by the director.
• Collaborate with cross-functional teams to achieve project objectives.
• Stay updated on industry and administrative best practices.
• Participate in training opportunities to enhance skills and knowledge.
• Additional tasks as assigned by management

QUALIFICATIONS

• Comprehensive knowledge of CRM systems and their functionality
• Proficient in utilizing computer systems and adept at navigating various software programs efficiently
• Proficient in analyzing client data to derive insights and make informed decisions
• Outstanding customer service skills, encompassing expertise in de-escalation techniques to effectively manage and resolve customer concerns
• Ability to navigate through software applications to effectively and efficiently complete tasks
• Exceptional communication skills, both written and verbal, to effectively interact with clients and team members
• Strong problem-solving abilities, with a demonstrated capacity to exhibit patience when addressing challenging cases
• Strong organizational abilities, enabling effective time management and successful multitasking
• Detail-oriented approach with a commitment to maintaining accurate records, documentation, and schedule
• Ability to handle sensitive information with discretion and maintain confidentiality
• Demonstrated adaptability and the ability to thrive in a dynamic and fast-paced work environment, responding adeptly to changing priorities and customer needs
• Flexibility and adaptability to handle changing priorities and occasional high-pressure situations
• Collaborative mindset to contribute to cross-functional teams and achieve common goals
• Highly self-motivated and passionately driven to achieve professional success
• Ability to move, lift, carry, and push objects weighing up to 25 lbs on a regular basis

SUPERVISORY RESPONSIBILITIES

• N/A

EDUCATION and/or EXPERIENCE

• High School Diploma or equivalent required; Higher education preferred in business administration, office management, or related field
• Experience in an administrative role required, preferably working under a director status
• Pool industry experience preferred
• Must obtain CPO license within first 90 days in position
• Experience using computer software programs required; experience with GSuite and/or MS Office preferred
• Experience with data entry, records management, and database software in required
• Experience using CRM systems preferred, especially experience with HubSpot and NetSuite
• Must be able to effectively communicate in English. Ability to communicate in a second language is a plus