Job Description

About Anthony & Sylvan

Looking to build something that lasts—literally? At Anthony & Sylvan Pools, your skills createreal impact. For nearly 80 years, we’ve been turning backyard dreams into reality as the nation’s largest and most recognizable name in swimming pools. Founded in 1946, we design and build quality inground pools across the U.S., while also offering renovations, modernizations, and ongoing maintenance services. We’re growing fast and seeking candidates who take pride in craftsmanship, value teamwork and safety, and are ready to grow with us. Learn more at anthonysylvan.com.

About the Role
As a Scheduling & Sales Administrator, you’ll play a vital role in supporting both construction operations and the sales process, helping ensure projects move smoothly from contract to completion. Working closely with customers, sales teams, project managers, subcontractors, and vendors, you’ll coordinate communication, maintain accurate documentation, and keep critical business systems up to date. This role is ideal for someone who enjoys variety, thrives in a fast-paced environment, and takes pride in keeping teams organized while delivering exceptional customer service and operational support.

General Summary of Position

The Scheduling & Sales Administrator provides a balanced blend of scheduling, sales administration, and operational support, dedicating approximately equal time to coordinating construction activities and supporting sales processes. This role serves as a key liaison between customers, sales, project management, subcontractors, and vendors to ensure effective communication, accurate documentation, and the timely progression of projects from sale through completion. The position maintains critical business systems and records while delivering administrative support that promotes efficient operations, exceptional customer service, and overall divisional success.

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.
• Coordinate 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.
• Coordinate 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.
• Coordinate 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 – Knowledge, Skills & Abilities

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

Strong organizational, time management, and multitasking skills with the ability to manage competing priorities

Excellent verbal and written communication skills

Strong attention to detail and accuracy

Ability to make sound decisions related to scheduling, workflow coordination, and issue resolution

Strong problem-solving skills and ability to work through challenges independently

Proficiency in Microsoft Office Suite, including Word, Excel, Outlook, and PowerPoint

Ability to work effectively in a fast-paced, high-volume environment while wearing multiple hats.

Travel Requirements

0 – 5%

Other Requirements

Proven ability to work independently with minimal supervision

Self-motivated with the ability to take initiative and follow through on assignments.

PHYSICAL REQUIREMENTS

• Primarily sedentary work performed in an office environment
• Ability to communicate promptly and clearly via phone and computer

ACKNOWLEDGEMENT

Position duties and expectations change over time. This job description is not intended to be an all-inclusive, exclusive or exhaustive list of the job functions that an employee in this position may be asked to perform from time to time.The employee may perform other related duties as assigned to meet the ongoing needs of the Company. If there is ever a time that you are unsure what is expected of you, you are expected to meet with your manager and ask questions. If you are unsure how to perform a certain task, ask your manager before performing.

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