Project and Maintenance Administrator

I am hiring a Project and Maintenance Administrator

This role is a good fit for someone who is organized, detail-oriented, and comfortable handling repetitive, process-based admin work. The right person should be able to follow SOPs, manage CRM details, track projects, follow up consistently, and support client communication.

This is not a creative or high-level strategy role. I am looking for someone steady, precise, reliable, and willing to become the internal expert in the company’s project and maintenance systems.

Key Responsibilities:
-Create and maintain client profiles in PoolLogix
-Convert accepted proposals into active projects
-Set up project numbers, payment schedules, and project files
-Pre-stage invoice draws for project billing
-Manage follow-up calls for proposals that have not been accepted
-Track project costs, vendor invoices, and field crew time entries
-Enter bills and labor costs into the correct project files
-Help maintain accurate job costing and project profitability tracking
-Prepare and file permit applications based on county requirements
-Track permit status and follow up with agencies when needed
-Build and maintain permit tracking logs and checklists
-Enter new service clients and recurring service agreements in PoolBrain
-Help improve PoolBrain usage for maintenance scheduling and client tracking
-Coordinate client communication through the company phone and text system
-Respond to emails and route inquiries properly
-Help manage basic social media posting for Facebook, Instagram, and TikTok
-Build and maintain a monthly content calendar using provided photos, videos, and approved content

What I Am Looking For:
-At least 2 years of experience in project administration, operations coordination, or administrative support
-Experience in construction, trades, home services, pool/spa, or a similar industry is preferred
-Strong CRM experience or the ability to quickly learn a construction or field service CRM
-Experience with tools like PoolLogix, PoolBrain, Buildertrend, ServiceTitan, Jobber, or similar platforms is a plus
-Strong attention to detail
-Organized and methodical with follow-through
-Comfortable managing multiple active projects at once
-Proactive with follow-ups and not waiting to be reminded
-Comfortable handling client communication through phone, text, and email
-Able to handle frustrated clients professionally and calmly
-Basic social media management experience
-Strong written and spoken English communication skills
-Comfortable working Eastern Standard Time hours

The goal of this role is to help keep projects, permits, job costing, CRM updates, client communication, and maintenance admin organized and moving forward. This person will be trained directly and will be expected to follow established processes carefully.

How to Apply:
Please send your updated CV and a quick introduction to:
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In your email, please include:
• A brief summary of your experience with project administration, CRM management, construction/trades administration, or similar work
•A short note explaining why you believe you are a good fit for this role

Candidates who carefully follow the application instructions will be prioritized.