Administrative & Office Assistant

PROFESSIONAL POOLS & CARE LLC; Hazel Green (KY); On-site; USD 20,000 - 29,000; Part time

Benefits offered by this job

Health insurance

Dental insurance

Vision insurance

401(k) with company matching

Retirement benefits

Employee discounts

Company-provided training

Job summary

Professional Pools & Care is seeking an Administrative & Operations Assistant to join our team. Starting pay is $18.00/hour, with higher starting pay considered based on relevant experience.

This part-time to full-time, year-round position requires organizing vendor invoices and financial records, assisting with QuickBooks entries, and maintaining project files. The role involves accounts payable/receivable, research for discrepancies, and supporting our CPA and payroll processes.

Qualifications

• Dependable, punctual, organized, and trustworthy.
• Exceptional attention to detail and accuracy.
• Strong follow-through and time-management skills.
• Comfortable working with numbers, invoices, spreadsheets, and financial documentation.
• Able to identify and research missing or incorrect information.
• Self-motivated and able to work independently after receiving direction.
• Willing and able to learn multiple company software systems.
• Previous administrative, bookkeeping, accounting-support, or office experience preferred.
• QuickBooks experience is a plus.
• Must have reliable personal transportation to and from work.
• Able to meet company pre-employment screening requirements.

Responsibilities

• Organize and maintain vendor invoices, receipts, statements, and financial records
• Assist with basic QuickBooks entries and bookkeeping tasks
• Assist with accounts payable, accounts receivable, and invoice tracking
• Research missing invoices, payments, documentation, and record discrepancies
• Organize and maintain customer and pool-project files, including contracts, invoices, change orders, warranties, and supporting documents
• Maintain vendor and subcontractor records, including Certificates of Insurance and required documentation
• Follow up on missing invoices, credits, paperwork, signatures, and other information
• Accurately enter and update information in company software and systems
• Scan, upload, attach, and electronically file documents
• Prepare spreadsheets, reports, forms, and checklists
• Assist with gathering records for our CPA, payroll provider, year-end accounting, and tax preparation
• Assist ownership with special projects and other administrative needs
• Maintain strict confidentiality of company, customer, employee, and financial information

Skills

Attention to detail

Organizational skills

Time management

Excel

QuickBooks

Tools

QuickBooks

Excel

Job description

Professional Pools & Care is looking for a dependable, highly organized, and detail-oriented Administrative & Operations Assistant to join our team.

Starting pay: $18.00/hour , with higher starting pay considered based on relevant administrative, bookkeeping, QuickBooks, or office experience. Swimming pool industry experience is not required—we’re willing to train the right person.

This is a part-time to full-time, year-round position working closely with ownership to help keep our financial, customer, project, vendor, and company records accurate, organized, and up to date.

We’re looking for someone who enjoys working with numbers and documents, researching missing information, and making sure important details don’t fall through the cracks.

What You’ll Do

• Organize and maintain vendor invoices, receipts, statements, and financial records


• Assist with basic QuickBooks entries and bookkeeping tasks


• Assist with accounts payable, accounts receivable, and invoice tracking


• Research missing invoices, payments, documentation, and record discrepancies


• Organize and maintain customer and pool-project files, including contracts, invoices, change orders, warranties, and supporting documents


• Maintain vendor and subcontractor records, including Certificates of Insurance and required documentation


• Follow up on missing invoices, credits, paperwork, signatures, and other information


• Accurately enter and update information in company software and systems


• Scan, upload, attach, and electronically file documents


• Prepare spreadsheets, reports, forms, and checklists


• Assist with gathering records for our CPA, payroll provider, year-end accounting, and tax preparation


• Assist ownership with special projects and other administrative needs


• Maintain strict confidentiality of company, customer, employee, and financial information

What We’re Looking For

• Dependable, punctual, organized, and trustworthy


• Exceptional attention to detail and accuracy


• Strong follow-through and time-management skills


• Comfortable working with numbers, invoices, spreadsheets, and financial documentation


• Able to identify and research missing or incorrect information


• Self-motivated and able to work independently after receiving direction


• Comfortable managing multiple tasks and priorities


• Strong computer, email, spreadsheet, and electronic filing skills


• Willing and able to learn multiple company software systems


• Previous administrative, bookkeeping, accounting-support, or office experience preferred


• QuickBooks experience is a plus


• Must have reliable personal transportation to and from work


• Able to meet company pre-employment screening requirements

Schedule & Pay

• Starting at $18.00/hour


• Higher starting pay may be considered based on relevant experience


• Part-time to full-time


• Year-round position


• Monday–Friday


• Day shift


• Hours may be flexible based on business needs and the candidate’s availability

Benefits

Benefits are available to eligible employees based on company plan requirements and eligibility.

• Health, dental & vision insurance


• 401(k) with company matching


• Retirement benefits


• Employee discountsCompany-provided training

Why Professional Pools & Care?

Professional Pools & Care is a family-owned and operated company with more than 26 years of experience in the swimming pool industry, proudly serving North Alabama and Southern Tennessee.

As our company has grown, so has the administrative work required behind the scenes. We’re looking for someone who enjoys bringing organization, accuracy, and follow-through to a busy office and wants to become a valuable part of our team.