Administrative Assistant at Nautical Ventures Marine LLC – Fort Lauderdale, Florida

The Administrative Assistant is a vital support role within our organization, responsible for providing efficient and effective administrative support to various departments and executives. This position plays a key role in ensuring the smooth day-to-day operations of the office.

Responsibilities:

• Utilizing DockMaster software to create work orders, manage vendors.
• Formally filing and sending accounting documentation, including invoices, receipts, and purchase orders.
• Managing Smartsheet to track boat preparation and deliveries for the rigging department.
• Maintaining and tracking Google timesheets completed by technicians to support the rigging department.
• Office Administration: Perform general office tasks, including managing phone calls, emails, and mail, and maintaining office supplies.
• Scheduling: Coordinate and schedule appointments, meetings, and conference calls for executives and staff members.
• Data Entry: Accurately input and maintain data in spreadsheets, databases, and other software systems.
• Document Preparation: Create, edit, and format documents, reports, and presentations using Microsoft Office or other software.
• Visitor Reception: Greet and assist visitors, clients, and vendors, ensuring a welcoming and professional atmosphere.
• Filing and Organization: Maintain organized electronic and physical filing systems to facilitate document retrieval.
• Expense Reporting: Assist in expense report preparation and submission for executives and staff.
• Project Support: Provide administrative support for various projects, including research, coordination, and documentation.
• Ad hoc tasks: Assist with additional administrative tasks and projects as needed.

• High school diploma or equivalent (Associate's or Bachelor's degree preferred).
• Proven experience as an administrative assistant or in a similar administrative role.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Excellent organizational and time management skills.
• Strong written and verbal communication abilities.
• Attention to detail and commitment to accuracy.
• Ability to handle multiple tasks and prioritize effectively.
• Discretion and professionalism in handling sensitive information.
• Customer service-oriented with a positive attitude.
• Problem-solving skills and adaptability to changing priorities.

Benefits:

• Health, dental, vision, and life insurance
• Employee discount
• Paid time off
• 401k plan

Position Type:

This is a full-time position with regular business hours.

Affirmative Action (AAP/EEO statement):

NVG provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.

NVG uses E-Verify, an Internet-based system, to confirm the eligibility of all newly hired employees to work in the United States. Learn more about E-Verify, including your rights and responsibilities.

NVG is a drug-free workplace.

Disclaimer:

This job description is not intended to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee. Nothing in this job description restricts management’s right to assign or reassign duties and responsibilities to this job at any time.

This description reflects management's assignment of essential functions, it does not prescribe or restrict the tasks that may be assigned.

This job description is subject to change at any time. Other duties, responsibilities, and activities may change or be assigned at any time with or without notice.