Job Overview

We are seeking a dynamic and detail-oriented Customer Service/Office Assistant to join our team! This role offers an exciting opportunity to support daily office operations while delivering exceptional customer service. You will be the friendly face of our organization, managing front desk responsibilities, assisting with administrative tasks, and ensuring smooth communication across departments. Your proactive approach and organizational skills will help create a welcoming environment for clients, visitors, and team members alike. This position is ideal for someone eager to grow their administrative expertise in a fast-paced, supportive setting.

Duties

- Answer incoming phone calls, emails, and website inquiries in a professional, friendly, and timely manner.
- Welcome and assist walk-in customers in our retail showroom.
- Schedule and coordinate pool service appointments, installations, deliveries, and technician schedules while adapting to changing priorities throughout the day.
- Coordinate urgent service requests and communicate schedule updates to customers and technicians.
- Create, update, and manage service work orders.
- Prepare, review, and process customer estimates, invoices, and work orders accurately.
- Follow up with customers regarding appointments, estimates, completed work, invoices, outstanding balances, and general service inquiries.
- Assist with payment processing, warranty claims, and customer account inquiries.
- Communicate with technicians throughout the day to ensure jobs remain on schedule and customers are kept informed.




- Order parts, pool equipment, chemicals, and supplies from vendors as required.
- Receive and organize incoming shipments.
- Monitor and maintain inventory levels in both the warehouse and retail showroom.
- Assist customers with pool chemicals, equipment, accessories, and water care products (training provided).
- Maintain accurate customer records and documentation.
- Prepare customer correspondence, estimates, proposals, and warranty documentation.
- Complete general administrative duties including data entry, filing, scanning, document management, and other office tasks as required.
- Work closely with office staff, technicians, suppliers, and management to help ensure daily operations run smoothly.

Experience

- Proven office experience with strong organizational skills and attention to detail
- Familiarity with Microsoft Office Suite (Word, Excel, Outlook), Zoho and Google Workspace tools
- Experience with QuickBooks or similar accounting software is highly desirable
- 1-3 years customer service experience in a skilled setting is essential
- Strong typing skills with proficiency in data entry and proofreading tasks
- Excellent communication skills with professional phone etiquette and customer support abilities
- Prior clerical or administrative experience demonstrating reliability and multitasking capabilities.

Pay: $20.00-$25.00 per hour

Benefits:

- Casual dress
- Company events
- Dental care
- Extended health care
- Life insurance
- On-site parking
- Vision care

Work Location: In person

📌 Customer Service/Office Assistant (Canada)
🏢 Pool Solutions
📍 Canada