Job Description

About Us:

At Pool Craft & Co., we are passionate about providing excellent customer experiences and creating outdoor spaces that our clients love. At Pool Craft we believe that quality time, family and health are the most valuable things in life. Building backyard spaces that invite and encourage an investment in these values is our privilege. Providing a service-driven, knowledgeable team committed to quality craftsmanship, respect, strong relationships and excellence is our promise.

Position Overview:

We are seeking a detail-oriented, highly organized

Executive Assistant

to provide comprehensive administrative and operational support to the executive leadership team. The successful candidate will focus on intercompany billing, data management, expense management, and overarching support for the executives, ensuring efficient processes, accurate reporting, and smooth day-to-day operations during peak season and beyond. We are looking for an EA who can prioritize workload, collaborating with a fun, talented team in operations, and bring a positive, professional attitude and approach.

Key Responsibilities:

Intercompany Billing and Financial Coordination: Manage end-to-end intercompany billing processes, including invoice generation, reconciliation of intercompany balances, and resolution of discrepancies. Collaborate with field teams, project managers, and finance to ensure timely and accurate invoicing and payments. Banking and Accounting Support: Manage all communications with the external banking business team (the bank) including daily liaison, conveying business requirements, and resolving issues to support secure, compliant, and efficient financial operations. Data Management and Reporting: Maintain and update project data, contracts, vendor information, and master records with high accuracy. Develop and maintain standardized data capture procedures; create dashboards and ad hoc reports as needed for leadership. Ensure data integrity, confidentiality, and accessibility for authorized personnel. Expense Management and Cost Control: Track, code, and reconcile expenses against project budgets; support monthly expense reporting. Review vendor invoices for accuracy and compliance with company policy; assist with expense approvals. Support procurement processes and vendor file maintenance to optimize cost efficiency. Administrative Operations and General Office Management: Oversee day-to-day office operations, including reception, mail, vendor relations, supply management, and facilities coordination. Establish and maintain filing systems, standard operating procedures, and documentation control to support organizational efficiency. Coordinate onboarding, training, and policy compliance initiatives; maintain employee records and assist with HR-related support as needed. Lead process-improvement initiatives to optimize administrative workflows and office infrastructure. Administrative Tasks and Support: Handle general administrative tasks (document control, recording meeting minutes, filing, correspondence, and records management). Assist with project-related documentation, reporting, and communications as needed.

Qualifications:

2+ years of experience supporting executives in a finance, operations, or administrative capacity (construction or field-focused industries are a plus). Strong experience with intercompany billing, accounts payable/receivable, and expense management. Proficiency in data management and reporting tools (Excel advanced functions; familiarity with ERP/financial systems such as QuickBooks, Dext, and Plooto. Familiarity with project management software like Jobber and Monday would be an asset. Demonstrated ability to manage confidential information with discretion. Excellent organizational skills, attention to detail, and the ability to manage competing priorities in a seasonal environment. Strong communication and collaboration skills; comfortable interfacing with field teams, vendors, and senior leadership. Proactive problem-solver with the ability to streamline processes and improve workflows. Availability to work onsite during peak season; flexibility to adapt to changing project schedules. Knowledge of construction industry workflows, contracts, and procurement processes.

Why Join Us?

At Pool Craft, we value teamwork, innovation, and continuous growth. We offer competitive compensation, comprehensive benefits, and opportunities for professional development. As a part of our team, you'll have the chance to make a positive impact and grow your career in an environment that values integrity, collaboration, and creativity.

To Apply:

Please submit your resume and cover letter outlining your qualifications to

poolpro@poolcraft.ca

. We thank all applicants for their interest; however, only those selected for an interview will be contacted.

Job Types: Full-time, Permanent

Work Location: In person