Office Administrator

Splash City Pools LLC; Brandon (FL); On-site; USD 42,000 - 54,000; Full time

Job summary

Splash City Pools LLC in Brandon, FL is seeking an organized administrative professional to handle invoicing, accounts receivable, and document administration. You will create invoices, send reminders, maintain records, and support financing draw requests and payment reconciliation.

The role requires meticulous attention to detail, strong spreadsheet skills, confidentiality, and the ability to manage vendor files, W9s, COIs, and lien-related documents while coordinating with multiple departments.

Qualifications

• Extremely detail-oriented and organized.
• Comfortable working with numbers and financial documentation.
• Strong computer and spreadsheet skills.
• Able to maintain confidential company information.
• Strong follow-through and ability to identify missing or expired documentation.

Responsibilities

• Create and send customer invoices and payment reminders
• Track outstanding invoices, balances, and deposits
• Maintain accounts receivable records
• Assist with financing company draw requests and documentation
• Assist with payment reconciliation and notify management of overdue accounts
• Organize vendor invoices, receipts, and purchase order documentation
• Collect and maintain W9s and Certificates of Insurance from subcontractors and vendors
• Track workers compensation compliance and insurance expiration dates
• Request updated documents before expiration
• Maintain subcontractor licensing information and organized vendor files
• Verify required documentation is on file before subcontractors begin work
• Prepare and send contracts and administrative documents as assigned
• Assist with lien releases, affidavits, and other construction-related documents
• Coordinate notarization of company documents when properly commissioned
• Maintain organized electronic and physical files
• Process incoming mail and administrative correspondence
• Maintain office supplies and general office organization
• Assist with employee onboarding paperwork and documentation
• Scan, upload, name, and organize company documents
• Provide administrative support to other departments as needed

Skills

Detail-oriented

Organized

Numerical skills

Confidentiality

Follow-through

Job description

Type: Full-Time

Key Responsibilities

Billing and Payments

Create and send customer invoices and payment reminders

Track outstanding invoices, balances, and deposits

Maintain accounts receivable records

Assist with financing company draw requests and documentation

Assist with payment reconciliation and notify management of overdue accounts

Organize vendor invoices, receipts, and purchase order documentation

Subcontractor and Vendor Compliance

Collect and maintain W9s and Certificates of Insurance from subcontractors and vendors

Track workers compensation compliance and insurance expiration dates

Request updated documents before expiration

Maintain subcontractor licensing information and organized vendor files

Verify required documentation is on file before subcontractors begin work

Documents and Administration

Prepare and send contracts and administrative documents as assigned

Assist with lien releases, affidavits, and other construction-related documents

Coordinate notarization of company documents when properly commissioned

Maintain organized electronic and physical files

Process incoming mail and administrative correspondence

Maintain office supplies and general office organization

Assist with employee onboarding paperwork and documentation

Scan, upload, name, and organize company documents

Provide administrative support to other departments as needed

Required Qualifications

Extremely detail-oriented and organized

Comfortable working with numbers and financial documentation

Strong computer and spreadsheet skills

Able to maintain confidential company information

Strong follow-through and ability to identify missing or expired documentation

Preferred Qualifications

Experience with invoicing, accounts receivable, construction administration, or bookkeeping

Experience with workers' compensation compliance and Certificates of Insurance

Florida Notary Public commission

Paid training with continued opportunities to learn on the job

Opportunities for advancement as you grow with the company