About this position
Elite Marine A/C, LLC is seeking a dependable and detail-oriented Administrative Assistant to support daily office and operational functions in our Fort Lauderdale location. This role provides administrative support to operations management and plays a critical part in keeping service, scheduling, billing, and internal communication running efficiently.
The ideal candidate is highly organized, professional, and comfortable working in a fast-paced marine service environment while interacting with technicians, vendors, and yacht clients.
Key Responsibilities
Administrative & Office Support
- Provide administrative support to Operations Management and service leadership
- Answer and direct incoming phone calls, emails, and general inquiries
- Maintain organized digital and physical filing systems
- Prepare correspondence, reports, and internal documents as needed
Service & Operations Support
- Assist with scheduling and coordination of service calls and technician assignments
- Enter and update service tickets, work orders, and customer information
- Support tracking of job status, completion, and documentation
- Communicate with technicians regarding schedules, paperwork, and job updates
Billing & Documentation
- Assist with invoicing, purchase orders, and basic billing documentation
- Review service paperwork for completeness and accuracy prior to submission
- Coordinate with accounting or management on billing-related questions
Timekeeping & Administrative Tracking
- Assist with tracking employee timecards and administrative records
- Support PTO request documentation and reporting for operations management
- Maintain accurate records related to attendance and administrative approvals
Vendor & Customer Communication
- Communicate professionally with vendors, suppliers, yacht crew, and management companies
- Assist with ordering office supplies and coordinating vendor services
- Support customer follow-ups and service confirmations as directed
General Administrative Duties
- Maintain office organization and administrative workflows
- Support special projects and operational initiatives as assigned
- Ensure confidential information is handled appropriately and professionally
- Previous administrative assistant or office administrator experience preferred
- Strong organizational and time-management skills
- Excellent verbal and written communication skills
- Proficiency with Microsoft Office (Word, Excel, Outlook) and basic office systems
- Ability to multitask and prioritize in a fast-paced environment
- Professional demeanor and attention to detail
- Willingness to learn marine service operations and terminology
Preferred (But Not Required)
- Experience in marine, HVAC, construction, or service-based industries
- Familiarity with service scheduling or dispatch systems
- Experience supporting operations or field service teams
What We Offer
- Competitive pay based on experience
- Stable, full-time position, in office setting Monday – Friday
- Benefits package – health, dental, vision and life insurance fully paid by employer for the employee.
- 401k plus employer match
- Paid Holidays and PTO