Construction Scheduling & Sales Administrator

About the role

At Anthony & Sylvan Pools, you'll play a vital role in supporting both construction operations and the sales process, helping ensure projects move smoothly from contract to completion. You'll work closely with customers, sales teams, project managers, subcontractors, and vendors to coordinate communication, maintain accurate documentation, and keep critical business systems up to date.

Essential Functions and Responsibilities

• Perform a balanced combination of Construction Scheduling and Sales Administration responsibilities, allocating approximately 50% of time supporting construction scheduling and production coordination activities and 50% supporting sales administration, customer communications, and office operations.
• Cook up project scheduling, construction activities, and workflow by partnering with Project Managers, subcontractors, vendors, and internal teams to develop, maintain, and adjust project schedules, timelines, and resource allocation based on project requirements, workflow demands, material availability, and changing conditions.
• Serve as a primary point of contact for customers throughout the project lifecycle by responding to inquiries via phone and email, providing project updates, resolving scheduling-related concerns, assisting customers with showroom selections when needed, supporting service sales opportunities and post-sale customer touchpoints, and delivering exceptional customer service from contract through project completion.
• Process and maintain project and sales documentation including sales contracts, work orders, tracking logs, contract addendums, customer service phase letters, revised plans, permits, HOA documentation, incident reports, material selections, and other project-related records while ensuring complete, accurate, and timely recordkeeping.
• Cook up permitting and approval activities by providing permit and HOA coordination and tracking, assisting with permit submissions, document filing, approval-related administrative support, and communicating status updates to customers and internal stakeholders.
• Maintain accurate business systems and reporting by managing CRM updates, sales data entry, pipeline tracking, customer records, reporting, customer and permit files, and ensuring data integrity across all business systems.
• Provide administrative and operational support including front desk coverage, general office administration, managing correspondence, voicemail, mail distribution, office supplies, sales literature, calendars, meetings, and other activities necessary to support divisional operations.
• Cook up activities across Sales, Construction, Service, and Customer Care teams by facilitating project handoffs, scheduling Meet & Greets, ordering materials, managing calendars and schedules, supporting project progression, and ensuring effective communication and alignment throughout the customer journey.
• Perform additional duties and special projects as assigned.

Qualifications

• Education: High School Diploma or GED required; Associate degree preferred
• Licenses/Certifications: None required
• Years of Experience: 1–3 years of experience in an administrative, scheduling, customer service, or related role, preferably within the home improvement, construction, or builder industry and/or a high-volume environment
• Required Skills & Abilities: Exceptional customer service skills with the ability to build positive relationships with customers, vendors, and internal stakeholders; Ability to make sound decisions related to scheduling, workflow coordination, and issue resolution; Proficiency in Microsoft Office Suite, including Word, Excel, Outlook, and PowerPoint
• Travel Requirements: 0 – 5%
• Physical Requirements: Primarily sedentary work performed in an office environment; Ability to communicate promptly and clearly via phone and computer