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.

Responsibilities

• Provide administrative support to Operations Management and service leadership
• Answer and direct incoming phone calls, emails, and maintain organized digital/physical filing systems
• Prepare correspondence, reports, and internal documents as needed
• 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
• 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
• 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
• 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
• 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

Work Environment & Schedule

• Full-time, in-office role Monday–Friday
• Hours: 8:00 AM–5:00 PM
• Occasional flexibility for events or urgent tasks

Pre – Employment Conditions

• Background Check & Drug Screening

Compensation & Benefits

• Competitive pay based on experience
• Monthly profit sharing
• 100% employer-paid health, dental, vision, and life insurance (employee-only coverage)
• 401(k) with company match
• Paid holidays and PTO

Equal Opportunity Employer

Elite Marine A/C is an equal opportunity employer and administers all personnel practices without regard to race, color, religious creed, sex, gender, age, ancestry, national origin, mental or physical disability or medical condition, sexual orientation, gender identity or expression, marital status, military or veteran status, genetic information, or any other category protected under federal, state, or local law. We value diversity and are committed to creating an inclusive environment for all employees. We comply with all applicable laws and are a drug-free workplace.