Branch Office Administrator

National Pool Partners; Gilbert (AZ); On-site; USD 38,000 - 54,000; Full time

Job summary

National Pool Partners is seeking an administrative professional to provide reliable support at the Gilbert branch. You will handle inbound calls, customer inquiries, scheduling, and CRM data entry, ensuring accurate records and timely service delivery.

Daily tasks include billing support, payments processing, and collaboration with technicians, sales, and leadership to resolve issues. A high school diploma and 1+ year of admin or customer service experience are required.

Qualifications

• High school diploma or equivalent.
• 1+ years of administrative or customer service experience.
• Proficiency in Microsoft Word, Excel, Outlook, and CRM systems.

Responsibilities

• Serve as the primary administrative and customer service support for the branch, responding to inbound calls, visitors, and service inquiries.
• Manage customer account setup, service agreements, scheduling, and CRM data entry with accuracy and timeliness.
• Process payments, apply credits and adjustments, and support collections efforts for past-due accounts.
• Maintain accurate documentation, records, and system updates across branch administrative workflows.
• Coordinate communication between customers, technicians, sales staff, and branch leadership to resolve issues efficiently.
• Support branch operations through general office administration, reporting, routing/scheduling, supply management, and cross-functional assistance.
• Adhere to company policies, data integrity standards, and customer service expectations.

Skills

Communication & Customer Focus

Attention to Detail

Problem Solving & Organization

Education

High school diploma or equivalent

Tools

Microsoft Word

Excel

Outlook

CRM systems

Job description

Description

Purpose

Provide reliable, accurate, and customer-focused administrative support that enables branch operations to run efficiently, supports revenue collection, and ensures a positive customer and employee experience at the branch level.

Key Contributions

• Serve as the primary administrative and customer service support for the branch, responding to inbound calls, visitors, and service inquiries.


• Manage customer account setup, service agreements, scheduling, and CRM data entry with accuracy and timeliness.


• Process payments, apply credits and adjustments, and support collections efforts for past-due accounts.


• Maintain accurate documentation, records, and system updates across branch administrative workflows.


• Coordinate communication between customers, technicians, sales staff, and branch leadership to resolve issues efficiently.


• Support branch operations through general office administration, reporting, routing/scheduling, supply management, and cross-functional assistance.


• Adhere to company policies, data integrity standards, and customer service expectations.

Success Metrics

• Respond to =95% of customer calls, inquiries, and administrative requests within the same day or 24-hour.


• Maintain =98% accuracy across customer accounts, service agreements, CRM entries, and billing transactions.


• Post and reconcile 100% of daily payments and adjustments with zero unresolved discrepancies.


• Reduce outstanding 30/60-day past-due balances by meeting monthly collection targets set by branch leadership.

Growth Impact

• Improves branch efficiency by ensuring administrative workflows are completed accurately and on time.


• Protects revenue through timely billing, payment processing, and collections follow-up.


• Enhances customer retention by delivering consistent, professional, and responsive service experiences.


• Enables branch scalability by supporting standardized processes and reliable operational support.

Capabilities & Strengths

• Communication & Customer Focus: Clear, professional interaction with customers, technicians, and leadership.


• Attention to Detail: High accuracy in documentation, billing, and system data entry.


• Problem Solving & Organization: Ability to manage competing priorities, resolve issues, and maintain workflow discipline.

Requirements

Required Qualifications

• High school diploma or equivalent.


• 1+ years of administrative or customer service experience.


• Proficiency in Microsoft Word, Excel, Outlook, and CRM systems.

Preferred Qualifications

• Experience using PestPac or similar field-service CRM systems.


• Prior experience in a branch-based, service, or call-center-supported environment.


• Experience supporting billing, payments, or collections activities.