Remote/Hybrid Administrative Assistant

Part-time • Remote (San Diego, California, United States) • $18 - $24 / hour • 1w ago

About Us:

At Pondology and Authentic Aquariums, we create and care for living works of art. We are uniquely positioned in San Diego to serve both aquariums and ponds—as well as custom water features of all kinds. Our team specializes in the design, installation, and ongoing maintenance of aquatic systems for clients across San Diego County and its outlying areas.

Learn more about our work:

www.pondology.com
www.authenticaquariums.com

As a rapidly growing business rooted in a passion for aquatic life and a commitment to excellent service, we’re excited to welcome someone who’s organized, personable, and ready to grow with us.

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Position Overview:

We’re hiring a highly motivated Administrative Assistant to help support our expanding operations. This is a part-time position to start (around 20 hours/week, 4 hours/day, generally Monday–Friday; which may be negotiable for the right candidate)and a path toward full-time hours as we continue to grow. Most of the work can be done remotely, with occasional local in-person tasks or meetings.

If you love aquatic life, thrive on staying organized, and enjoy helping things run smoothly behind the scenes, this could be the perfect opportunity.

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Key Responsibilities:

Scheduling & Coordination: Manage calendars, schedule service visits, and coordinate routes for technicians.
Client Communications: Respond to emails and calls, answer questions, provide updates, and deliver top-notch service.
Admin & Organization: Handle digital filing, manage supply orders, service records, maintain internal systems, and run errands as needed to support business operations.
Invoicing & Tracking: Support with basic bookkeeping tasks such as invoicing, expense tracking, and data entry.
Follow-ups & Feedback: Connect with clients post-service to gather feedback and ensure a high-quality experience.
Team Support: Act as a communication hub between management and technicians.
Marketing Support: Assist with marketing projects, including website and social media updates, logo design, uniforms, business cards, and other branding initiatives.

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Who You Are:

Experienced in administrative or coordinator roles (especially in service-based businesses)
Exceptionally organized, reliable, and detail-oriented
Tech-savvy and comfortable with cloud-based tools and remote work
Proficient with Excel and Google Workspace apps
A strong communicator, both in writing and over the phone
Excited about aquatic life, water features, and working for a nature-driven company
Someone who takes initiative and enjoys being part of a small, fast-paced team

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Bonus Points For:

Experience with scheduling or CRM software
Knowledge of bookkeeping or Quickbooks
Prior experience in the aquarium, pond, pool or aquatics industry

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Benefits & Perks:

Flexible remote work environment
Part-time start with potential for full-time growth
Paid Time Off (PTO)
Discounts on aquarium and pond services and products
Opportunity to grow with a fast-moving and passionate company
Meaningful work that supports living environments and natural ecosystems

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How to Apply:

If this sounds like a role you’d love, we’d love to hear from you! Please apply by submitting your resume and a short cover letter, letting us know why you’re a great fit.

Job Type: Part-time

Pay: $18.00 - $24.00 per hour

Expected hours: 18 – 24 per week

Benefits: