Job Purpose The Operations & Office Manager plays a vital role in the daily success of Payne’s Pools & Spas, serving as the central hub for customer relations, logistics, and internal administration. This multifaceted role ensures seamless retail operations, efficient service scheduling, robust supply chain management, and supportive human resources and office administration.

Key Responsibilities & Duties

1. Service Coordination & Logistics

● Schedule and coordinate seasonal pool openings, winter closings, and routine service calls.

● Optimize routes and daily schedules for service technicians to ensure maximum efficiency and customer satisfaction.

● Act as the primary point of contact for clients booking service appointments, providing accurate timelines and clear communication.

2. Inventory & Procurement Management

● Monitor and manage inventory levels for retail and service needs, including pool chemicals, parts, and equipment.

● Place accurate and timely orders with suppliers to prevent stock shortages, especially during peak seasonal demands.

● Verify deliveries, reconcile purchase orders, and handle vendor relationships effectively.

3. Retail & Customer Relations

● Welcome and assist retail customers, providing exceptional service, product information, and a welcoming environment.

● Operate the point-of-sale (POS) system, processing transactions, returns, and customer inquiries accurately.

● Address and resolve customer service concerns or inquiries with professionalism and a solutions-oriented approach.

4. Human Resources & Administration

● Perform core HR functions,



which may include onboarding seasonal staff, managing employee schedules, maintaining personnel files, and supporting team communication.

● Oversee general office management tasks, including answering phones, managing email correspondence, filing, and maintaining a clean, organized office environment.

● Assist the Owner-Operator with administrative tasks, reporting, and operational updates as required.

Qualifications & Key Competencies

● Education:

○ Secondary school diploma is required (minimum).

○ A college diploma in Business Administration, Management, or a closely related field is highly preferred.

● Experience:

○ A minimum of two years of experience working in a business management and administration field.

○ Proven experience in office management, scheduling coordination, retail customer service, or small business operations.

● Technical Proficiency:

○ Proficiency in Microsoft Office applications (Word, Excel, Outlook) is required.

○ Comfort with scheduling software, POS systems, and inventory tracking tools.

● Organizational Skills: Exceptional multitasking ability; capable of managing competing priorities calmly in a fast-paced, seasonal environment.

● Communication: Strong verbal and written communication skills for interacting with clients, technicians, and vendors.

● Attributes: Self-motivated, detail-oriented, resourceful, and a collaborative team player who can work independently.

Pay: $25.00-$30.00 per hour

Benefits

- In office parking
- Store discount

Work Location: In person

📌 Operations & Office Manager (Elginburg)
🏢 Payne's Pools Kingston
📍 Elginburg