Administrative Supervisor

Job Title: Administrative Supervisor
Location: Shelton, WA
Employment Type: Full-Time, Permanent

Looking to build a career with a company that values community, quality, and its people?

Since 1993, AAA Septic LLC has been the trusted partner for septic solutions and portable restroom rentals across Shelton, WA, and surrounding areas. Proudly serving Mason, Kitsap, Thurston, Jefferson, Lewis, and Grays Harbor counties, we specialize in septic tank pumping, O&M inspections, repairs, riser installation, line camera inspection & jetting, home sale services, RV & holding tank pumping, and more.

At AAA Septic, we know that our team is at the heart of everything we do. We’ve built a strong foundation on reliability, customer satisfaction, and a deep connection to the communities we serve. That’s why we’re committed to maintaining a positive, supportive workplace culture; one that values fair compensation, encourages a healthy work/life balance, and makes employees feel proud of their contributions.

If you're ready to join a company that’s been rooted in service and excellence for over 30 years and make a real impact every day, then we’d love to hear from you!

Why Join Us?

• Competitive Compensation: Starting rate at $28.00-$30.00/hour (negotiable based on experience)

• Comprehensive Benefits: Health, Dental, and Vision coverage, 401k Plan and Life Insurance

• Work-Life Balance: Paid vacation days and regular work week schedule.

• Other Perks: Annual bonuses

Position Overview:

AAA Septic is seeking a detail-oriented and motivated Administrative Supervisor to oversee key office and operations support functions at our Shelton, WA location. This role is responsible for managing administrative tasks, assisting with customer service, and ensuring accurate recordkeeping. The Administrative Supervisor will directly supervise the Dispatcher and Repairs Coordinator positions, ensuring efficiency, accuracy, excellent customer service and manage all KPIs related to dispatching and scheduling. This role will also serve as a backup to the Dispatcher role, helping coordinate schedules, answer customer calls, and support field operations when needed. This position is ideal for someone with strong leadership, organizational and problem-solving skills who thrives in a fast-paced environment and enjoys balancing administrative duties with operational support.

Key Responsibilities:

Leadership and Supervision

• Supervise and provide daily oversight to the Dispatcher and Repairs Coordinator roles.
• Ensure staff meet performance expectations and provide coaching, training, and feedback.
• Monitor, and report on key performance indicators (KPIs) related to dispatch efficiency, response times, customer satisfaction, and job completion rates.
• Identify trends, bottlenecks, or process issues and implement improvements.
• Provide weekly and monthly performance reports to the General Manager.

Administrative Support

• Maintain accurate digital and paper records, including creation of daily and recurring invoices, service orders, and management of compliance documents.
• Monitor and resolve payment issues by contacting customers regarding failed transactions, overdue accounts, and outstanding balances.
• Ensure regulatory compliance by reviewing reports to confirm accuracy in county licensing and compliance and maintain up-to-date customer account records.
• Support management with preparing documents, tracking projects, and other administrative functions.
• Manage incoming and returned mail, including sorting correspondence and contacting customers to update or verify address information.
• Oversee office inventory by monitoring and replenishing supplies for both office operations and the staff kitchen.
• Maintain office equipment inventory and assist with providing tablets and logins to new hires.

Customer Service

• Greet visitors and answer inbound calls in a professional manner.
• Assist customers with scheduling, general inquiries, and service questions.
• Resolve minor customer concerns and escalate complex issues to management.

Dispatcher Backup

• Serve as backup to the Dispatcher role during absences, breaks, or peak workload periods.
• Use ServiceCore software to schedule and adjust daily service routes.
• Answer phones using Quo to take service requests and dispatch urgent calls.
• Communicate job details to technicians and monitor progress throughout the day.

Qualifications:

Required

• Associate’s degree in Business Administration or related coursework, Certified Administrative Professional certification, or at least two years of professional experience in an administrative or related role.
• Familiarity with general office operations and the ability to identify and resolve common office issues.
• Excellent computer and communication skills, including proficiency with scheduling software, invoice processing, VoIP phone systems, and professional customer communication via phone and email.
• Strong organizational skills with the ability to multitask and prioritize workload effectively.
• Proficiency with Microsoft Office (Word, Excel, Outlook) or similar productivity tools.

Preferred

• Experience with ServiceCore or similar scheduling/dispatching software.
• Experience with OpenPhone or other VoIP phone systems.
• Knowledge of the septic or utility service industry.

*** Please note that this job description is not exhaustive and may be subject to change.

At AAA Septic LLC, we are an inclusive and diverse team with an entrepreneurial spirit. Accountability, Safety, and Care are fundamental to our culture and our operations. As an equal opportunity employer, we encourage all qualified applicants to apply, to help us build a diverse workforce that reflects the communities where we live and work.

Must be legally authorized to work in the US. AAA Septic LLC is unable to assist candidates in obtaining US work authorization.