Operations Administrator - Pool Industry

Easton Select Group • Waltham, MA

3h

About The Position

The Operations Administrator is responsible for overseeing the Sweetwater Account Managers (SAMs), managing accounts, and supporting day-to-day branch operations in the Waltham office. This role works closely with service leadership to ensure smooth communication between the office, service team, warehouse, and fleet operations. The position also oversees inventory, warehouse organization, and company vehicles while ensuring efficient administrative and operational processes.

Responsibilities

• Directly manage and support all Sweetwater Account Managers (SAMs) in the Waltham office.
• Hire, train, and mentor new SAMs while providing ongoing development for existing team members.
• Assign tasks based on employee strengths, experience, and workload.
• Monitor SAM performance including organization, work order quality, billing accuracy, sales activity, and customer follow-up.
• Review invoices and quotes created by newer team members before sending to customers.
• Monitor open and unscheduled work orders and ensure proper scheduling.
• Support the Service Manager with scheduling coordination, customer issue resolution, and technical questions.
• Conduct periodic performance evaluations and year-end reviews for SAM staff.
• Maintain employee records related to performance, attendance, and HR documentation.
• Prepare corporate status reports and track opening and closing metrics for action meetings.
• Receive vendor deliveries and process purchase orders through Pool360 and internal systems.
• Maintain relationships and communication with pool and supply vendors.
• Oversee warehouse organization, shipping and receiving, and inventory control systems.
• Manage truck inventory forms and perform monthly audits.
• Monitor chemical and parts inventory required for openings, weekly service, and closings.
• Coordinate inventory transfers between branches and maintain accurate system records.
• Manage return goods (RGA), warranty claims, and excess inventory returns.
• Supervise year-end inventory preparation, physical counts, and system reconciliation.
• Maintain compliance documentation for all company vehicles including MSDS records.
• Track driver assignments and required insurance documentation.
• Log vehicle mileage for each season.
• Ensure each truck is equipped with required safety equipment.
• Conduct routine inspections to ensure vehicles remain clean and in proper working condition.
• Coordinate vehicle maintenance and repairs with fleet and service teams.

Benefits

• 9 paid holidays
• Paid vacation and sick time
• Employer-matched 401(k)
• Employer-paid life insurance
• Optional supplemental life insurance
• Medical, dental, and vision insurance plans

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: No Education Listed