Project & Operations Coordinator

Splash City Pools LLC; Brandon (FL); On-site; USD 45,000 - 65,000; Full time

Job summary

Splash City Pools LLC in Brandon, FL is seeking a Project and Operations Coordinator to provide administrative and scheduling support for active pool construction projects. You will serve as the administrative connection between customers, Project Managers, subcontractors, permitting, vendors, and office.

The Project Manager owns field construction; you ensure the administrative side stays organized and moving.

Qualifications

• Extremely organized with strong attention to detail.
• Ability to manage multiple active projects simultaneously.
• Effective collaboration with customers, subcontractors, vendors, and employees.
• Strong computer and CRM skills.
• Follow established processes and checklists.
• Proactive rather than reactive.

Responsibilities

• Set up newly sold projects within the CRM and company systems.
• Maintain accurate project information and documentation.
• Assist with customer onboarding after contract signing.
• Collect and organize project selections and required documentation.
• Coordinate with engineering and permitting staff.
• Assist with HOA submissions and project documentation.
• Coordinate Notices of Commencement and related project documents.
• Assist Project Managers with construction scheduling.
• Coordinate subcontractor scheduling and confirmations.
• Coordinate required inspections.
• Confirm customers are notified of upcoming construction activities.
• Assist with material and equipment coordination.
• Verify upcoming project stages are ready before crews are scheduled.
• Track project milestones within the CRM.
• Maintain accurate project notes and status updates.
• Send routine project updates to customers.
• Make sure approved changes are communicated to the appropriate departments.
• Assist with scheduling pool schools and project completion appointments.
• Coordinate project closeout documentation.
• Transition completed projects into the warranty process.
• Assist Project Managers with administrative responsibilities.
• Identify missing information or potential scheduling issues before they delay construction.

Skills

Extremely organized

Strong attention to detail

Multitasking

Customer communication

CRM proficiency

Scheduling coordination

Proactive mindset

Tools

CRM system

Office software

Job description

Type: Full-Time

Splash City Pools is looking for a highly organized Project and Operations Coordinator to provide administrative and scheduling support for our active swimming pool construction projects.

This person serves as the administrative connection between our customers, Project Managers, subcontractors, permitting department, vendors, and office.

The Project Manager owns construction in the field. The Project and Operations Coordinator makes sure the administrative side of each project stays organized and moving.

Key Responsibilities

• Set up newly sold projects within the CRM and company systems
• Maintain accurate project information and documentation
• Assist with customer onboarding after contract signing
• Collect and organize project selections and required documentation
• Coordinate with engineering and permitting staff
• Assist with HOA submissions and project documentation
• Coordinate Notices of Commencement and related project documents
• Assist Project Managers with construction scheduling
• Coordinate subcontractor scheduling and confirmations
• Coordinate required inspections
• Confirm customers are notified of upcoming construction activities
• Assist with material and equipment coordination
• Verify upcoming project stages are ready before crews are scheduled
• Track project milestones within the CRM
• Maintain accurate project notes and status updates
• Send routine project updates to customers
• Make sure approved changes are communicated to the appropriate departments
• Assist with scheduling pool schools and project completion appointments
• Coordinate project closeout documentation
• Transition completed projects into the warranty process
• Assist Project Managers with administrative responsibilities
• Identify missing information or potential scheduling issues before they delay construction.

Required Qualifications

• Extremely organized with strong attention to detail
• Comfortable managing multiple active projects at once
• Able to work effectively with customers, subcontractors, vendors, and employees
• Strong computer and CRM skills
• Able to follow established processes and checklists
• Proactive rather than reactive

Preferred Qualifications

• Pool construction or residential construction experience is a major plus