Professional Services Coordinator

1 day ago

Las Vegas, Nevada, United States VivoAquatics Full time
Job Summary

We are seeking a highly organized and detail-oriented Professional Services Coordinator to join our team at VivoAquatics. This role will provide comprehensive administrative support to the Director of Field Operations, ensuring the efficient operation of the Field Operations team.

Key Responsibilities
  • Act as the primary point of contact between the Director of Field Operations and internal/external stakeholders
  • Manage the director's calendar, schedule appointments, and coordinate meetings, ensuring efficient time management
  • Maintain professional and confidential communication on behalf of the director, including managing incoming calls, emails, and messages. Prioritize and respond to inquiries, redirecting or delegating as appropriate
  • Draft, proofread, and distribute correspondence and presentations on behalf of the director in an accurate and precise manner
  • Accurately enter data into databases and spreadsheets
  • Assist in creating and editing reports, documents, spreadsheets, and presentations as needed
  • Organize and maintain physical and electronic files, records, and documents
  • Assist in the coordination and scheduling of field operations activities, including site visits, inspections, and projects, including channel partner projects
  • Act as liaison with field teams, providing necessary information, documentation, and logistical support
  • Ensure timely dissemination of field reports and project status and updates to relevant parties
  • Help maintain equipment inventory and coordinate and schedule repairs or maintenance as needed
  • Identify and address administrative challenges promptly and efficiently.
  • Propose process improvements to enhance office and field operations efficiency.
  • Handle sensitive information and maintain strict confidentiality as required.
  • Arrange travel itineraries, accommodations, and transportation for the director and field teams.
  • Submit detailed travel expense reports with receipts to the accounting department
  • Organize logistics for off-site meetings, conferences, and events
  • Maintain office supplies and equipment, reordering as necessary
  • Oversee office organization and cleanliness, ensuring a conducive and safe work environment
  • Serve on safety committee and attend safety meetings each month
  • Assist in ad-hoc projects and tasks assigned by the director.
  • Collaborate with cross-functional teams to achieve project objectives.
  • Stay updated on industry and administrative best practices.
  • Participate in training opportunities to enhance skills and knowledge.
  • Additional tasks as assigned by management
Requirements
  • Comprehensive knowledge of CRM systems and their functionality
  • Proficient in utilizing computer systems and adept at navigating various software programs efficiently
  • Proficient in analyzing client data to derive insights and make informed decisions
  • Outstanding customer service skills, encompassing expertise in de-escalation techniques to effectively manage and resolve customer concerns
  • Ability to navigate through software applications to effectively and efficiently complete tasks
  • Exceptional communication skills, both written and verbal, to effectively interact with clients and team members
  • Strong problem-solving abilities, with a demonstrated capacity to exhibit patience when addressing challenging cases
  • Strong organizational abilities, enabling effective time management and successful multitasking
  • Detail-oriented approach with a commitment to maintaining accurate records, documentation, and schedule
  • Ability to handle sensitive information with discretion and maintain confidentiality
  • Demonstrated adaptability and the ability to thrive in a dynamic and fast-paced work environment, responding adeptly to changing priorities and customer needs
  • Flexibility and adaptability to handle changing priorities and occasional high-pressure situations
  • Collaborative mindset to contribute to cross-functional teams and achieve common goals
  • Highly self-motivated and passionately driven to achieve professional success
  • Ability to move, lift, carry, and push objects weighing up to 25 lbs on a regular basis
Education and/or Experience
  • High School Diploma or equivalent required; Higher education preferred in business administration, office management, or related field
  • Experience in an administrative role required, preferably working under a director status
  • Pool industry experience preferred
  • Must obtain CPO license within first 90 days in position
  • Experience using computer software programs required; experience with GSuite and/or MS Office preferred
  • Experience with data entry, records management, and database software in required
  • Experience using CRM systems preferred, especially experience with HubSpot and NetSuite
  • Must be able to effectively communicate in English. Ability to communicate in a second language is a plus

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