Administrative Assistant

Administrative Support Team Member

Since 2004, Elite Marine Air Conditioning has deployed our experienced personnel to super yachts and sport fishing vessels located anywhere in the world. We’ve worked on everything from new installations and minor repairs to annual maintenance and complete refits. In short, our deep marine expertise ensures our customer’s equipment runs well long after they’ve left the dock!

The administrative team member will collaborate and share various responsibilities with the support team.

The Administrative Support Team is responsible for supporting the daily administrative operations of the company. The ideal candidate will be a hard-working professional able to undertake a variety of office support tasks and work diligently under pressure. They will be comfortable working with a high degree of attention to detail while working on multiple projects, all potentially with different deadlines.

The essential functions include, but are not limited to the following:

• Support Operations Service Managers with administrative and operational tasks
• Assist in preparing and executing proposals
• Archive all formal proposals and estimates
• Responsible for sending deposit invoices with proposals collecting and processing signed proposals and deposits
• Assist with internal communication when payment or deposit wires are received
• Work closely with the procurement team to ensure parts and or equipment are ordered properly
• Review invoices and enter the materials/equipment on corresponding work orders
• Responsible for work order closings and end-of-day team communication and notifications
• Track, enhance, manage compliance, and train users on the In Process Quality Insurance, (IPQA) procedure
• Data entries, tracking, reporting, and training for Truck Stock (Technician Service Inventory)
• Responsible for Blue Folder, (BF) entries direct from vendor invoices, updating prices, and approval process
• Secondary phones backup
• Secondary payment processing & invoicing

Minimum Qualifications (Knowledge, Skills, and Abilities)

• Minimum high school diploma, associate degree preferred
• Minimum 1-2 years experience in office administration
• Possesses strong computer skills (Outlook, Microsoft Office, Excel, Mac products, Chrome, etc.)
• Ability to show and demonstrate professionalism, poise, and flexibility and work within an environment of frequent interruptions, conflicting priorities, and varying workloads
• Excellent written communication skills, including report writing, presentations, email correspondence, and verbal communication skills, particularly in dealing with people of diverse backgrounds
• Self-motivated and able to prioritize workload independently
• Be a quick learner, particularly with software necessary to do the job (CRM solutions)
• Experience working in a small to medium-sized business preferred
• Strong organization, attention to detail, and project management skills
• The ability to anticipate needs, resourcefulness, and responsiveness are essential
• Ability to effectively exercise discretion and judgment in handling confidential/proprietary information
• Excellent verbal and written communication skills
• Must be willing to be cross-trained in all office duties

Physical Demands:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this position. While performing the duties of this position, the employee is frequently required to stand; walk; sit; and reach with hands and arms. The employee must routinely lift and/or move up to 25 pounds without assistance. Specific vision abilities required by this position include close vision, distance vision, peripheral vision, and the ability to adjust focus.

Benefits:

• Medical, Dental, Vision, and Life Insurance (company pays 100% of employee only - health, dental, vision, and life insurance)
• Highly Competitive Wages
• Quarterly Profit Share Plan
• 401K plus company match, after 90 days of employment
• Paid vacation, holiday, and PTO

EEO Statement:

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.

Elite Marine is a drug-free workplace. All offers of employment are contingent upon the completion and passing of the compliance process.