Administrative Assistant at ELITE MARINE AC LLC – Fort Lauderdale, Florida

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