Executive Assistant/Project Coordinator

Executive Assistant & Project Coordinator

East End Pool King
Cutchogue, NY | Full-Time, In-Person
$75,000–$90,000 per year, based on experience

The Opportunity

East End Pool King is looking for an experienced Executive Assistant & Project Coordinator to become the right hand to our Sales & Project Manager and help bring structure, organization and follow-through to a busy, growing company.

This is not an entry-level administrative position.

We’re looking for someone who has already supported a busy executive, owner, project manager or similar professional and understands what great executive support looks like.

If you’re exceptionally organized, enjoy bringing order to a fast-moving environment and take satisfaction in making sure nothing falls through the cracks, we’d like to meet you.

About East End Pool King

East End Pool King is an established swimming pool construction, renovation, service and maintenance company serving the East End of Long Island.

We build and care for high-end residential swimming pools and have built our reputation around quality workmanship, strong relationships and exceptional customer service.

As we’ve grown, so has the complexity of managing sales, construction projects and customer communication.

We’re adding this position because we want to continue growing without sacrificing the level of service our customers expect.

Your Primary Role

You’ll work directly with our Sales & Project Manager (SPM).

The SPM handles prospective customer meetings, sales, project oversight, permitting, construction coordination and overall customer satisfaction.

Your job is to make her dramatically more effective.

That means gradually taking ownership of much of the administrative work surrounding those responsibilities so she can spend more of her time with customers, selling projects and overseeing construction.

What You’ll Own:

Executive Support

· Manage and protect the SPM’s calendar

· Schedule and confirm customer appointments and meetings

· Organize priorities, reminders and follow-up items

· Prepare SPM for meetings and site visits

· Maintain task lists and ensure commitments don’t get lost

· Identify conflicts and problems before they become emergencies

Email & Customer Communication

The SPM receives a significant volume of email. One of your most important responsibilities will be helping manage that communication.

You’ll:

· Monitor and organize incoming email

· Identify what requires her personal attention

· Respond independently to routine correspondence

· Draft responses when appropriate

· Track unanswered questions and commitments

· Follow up with customers, vendors and subcontractors

· Help ensure customers receive timely, professional communication

The goal isn’t simply a cleaner inbox.

The goal is nothing important gets missed.

Sales Support

You’ll help keep prospective projects moving by:

· Scheduling consultations

· Preparing customer and sales meeting information

· Organizing proposals and supporting documentation

· Tracking outstanding proposals

· Coordinating proposal follow-up

· Collecting customer selections and information

· Preparing contracts and other documents

· Maintaining accurate customer information in our systems

Your work should allow our salesperson to spend more time selling and less time administering the sales process.

Project Coordination

You’ll support our active construction and renovation projects by:

· Maintaining project files and documentation

· Tracking permits and approvals

· Coordinating paperwork with municipalities

· Tracking customer selections and outstanding decisions

· Assisting with inspections

· Communicating project updates

· Coordinating information with vendors and subcontractors

· Tracking action items and deadlines

· Helping prepare projects for upcoming phases

You will not be expected to arrive knowing how to build a swimming pool.

You will be expected to learn our process and become increasingly capable of coordinating the administrative side of our projects.

We Want Someone Who Builds Systems

We’re not looking for someone who needs every procedure handed to them.

Some of our systems are established. Others need improvement.

Part of this position will be helping us build better processes for:

· Email management

· Customer communication

· Project tracking

· Sales follow-up

· Permitting

· Scheduling

· Document manage…