Pool Service Operations Lead (Office Manager)

Pool Environments; Plano (TX); On-site; USD 42,000 - 64,000; Full time

Job summary

Pool Environments is seeking a highly organized Service Department Office Manager to oversee daily administrative operations of the pool service department. You will be the hub coordinating technicians, customers, vendors, and office staff to keep everything running smoothly.

The ideal candidate has 3+ years in office management or related roles, strong communication, and proficient with scheduling, invoicing, and CRM software.

Qualifications

• 3+ years of experience in office management, operations, customer service, dispatch, scheduling, or a similar role.
• Experience in the pool, construction, landscaping, home services, or another field-service industry is a strong plus.
• Exceptional organizational and time-management skills.
• Strong written and verbal communication skills.
• Ability to manage multiple technicians, customers, and priorities simultaneously.
• Strong attention to detail and follow-through.
• Professional, confident, and customer-focused communication style.
• Ability to remain calm and solution-oriented in a fast-paced environment.
• Strong computer skills and ability to learn new software quickly.
• Experience with scheduling, CRM, invoicing, or field-service software preferred.
• Ability to work independently while also supporting a team.
• Strong problem-solving and decision-making skills.
• Reliable, accountable, and willing to take ownership of responsibilities.
• Work seamlessly with service field manager and team within office.

Responsibilities

• Manage the day-to-day administrative operations of the pool service department.
• Coordinate and maintain technician schedules, service calls, repairs, and customer appointments.
• Communicate with customers regarding service requests, repairs, scheduling, estimates, and follow-up.
• Serve as a primary point of contact between customers, technicians, management, and vendors.
• Monitor open service calls and ensure jobs are completed and properly documented.
• Review technician notes, work orders, photos, and completed service documentation.
• Prepare, review, and process service invoices and assist with accounts receivable follow-up.
• Track estimates, approvals, parts, materials, and outstanding customer requests.
• Coordinate parts and equipment needs with technicians and vendors.
• Follow up on delayed jobs, customer concerns, warranty issues, and unresolved service requests.
• Maintain accurate customer records and service histories.
• Identify scheduling conflicts and resolve issues before they impact customers or technicians.
• Assist with training, and administrative support for service personnel.
• Maintain efficient office procedures and service department processes.
• Monitor department workflow, productivity, and outstanding work.
• Provide upper management with updates, reports, and information regarding service operations.
• Handle escalated customer concerns professionally and work toward timely resolutions.
• Support continuous improvement of service department processes, and customer experience.

Skills

Office management

Customer service

Scheduling

Communication

Problem-solving

Leadership

CRM software

QuickBooks

Team collaboration

Multitasking

Tools

QuickBooks

CRM software

Job description

Pool Environments is seeking a highly organized Service Department Office Manager to oversee daily administrative operations of the pool service department. You will be the hub coordinating technicians, customers, vendors, and office staff to keep everything running smoothly.

The ideal candidate has 3+ years in office management or related roles, strong communication, and proficient with scheduling, invoicing, and CRM software.