Administrative Secretary

Job Description

Job Description

ADMINISTRATIVE SECRETARY (OFFICE + MARINE/MECHANICAL ENVIRONMENT) - ACCUMAR

LOCATION: Fort Myers, FL (On-site)
JOB TYPE: Full-time
SCHEDULE: Monday-Friday, 8:00 AM - 5:00 PM (occasional schedule changes)
PAY: $20.00 per hour
REPORTS TO: Management

ABOUT ACCUMAR
Accumar is a marine/boating and mechanical services-adjacent company focused on dependable service, organized operations, and strong customer communication. We run on clear processes (SOPs), strong documentation, and modern tools - including AI-assisted workflows - to keep work accurate, fast, and professional.

ROLE SUMMARY
We are hiring an Administrative Secretary to be the operational hub of the office - managing calls, scheduling, guest/customer flow, paperwork, and internal coordination. This role is ideal for someone who is sharp, upbeat, organized, and proactive, and who enjoys using technology (including AI tools) to work smarter.

You do not need to be an expert in boats or mechanics, but being comfortable around those topics (or willing to learn) is a strong plus.

WHAT YOU WILL DO (CORE RESPONSIBILITIES)

Front desk and communication

• Answer inbound calls, route requests, take accurate messages, and follow up
• Greet onsite visitors professionally and help coordinate arrivals
• Draft and send clear emails, letters, and updates (with manager review as needed)

Scheduling and coordination

• Plan and schedule appointments, meetings, and key events
• Keep calendars accurate and confirm appointments with customers/guests
• Track action items so nothing falls through the cracks

Documentation and organization

• Maintain organized digital and physical filing systems
• Create, update, and manage office forms, templates, and checklists
• Ensure documents are labeled correctly and stored consistently (SOP-based)

Office operations support

• Handle day-to-day clerical tasks (printing, scanning, data entry, supplies, etc.)
• Support the team with general administrative needs and special projects as assigned

AI + computer-assisted productivity

• Use office software confidently (email, calendars, documents, basic spreadsheets)
• Use AI tools responsibly to draft communications, summarize notes, create checklists, and improve accuracy/efficiency (training provided)

WHAT WE ARE LOOKING FOR (MUST-HAVES)

• Prior experience in office administration, receptionist, secretary, or similar roles
• Strong written and verbal communication (professional tone and clear grammar)
• Organized, dependable, and able to prioritize multiple tasks
• Strong attention to detail (names, dates, files, and follow-ups matter)
• Comfortable using computers daily (email, calendars, documents, basic spreadsheets)
• Professional and respectful; able to handle confidential information

NICE-TO-HAVES (PREFERRED)

• Interest in or exposure to boats, marine service, engines, mechanical work, or parts/service environments
• Experience with scheduling-heavy roles (dispatch, service coordination, reception)
• Familiarity with Google Workspace or Microsoft Office; CRMs or job-tracking systems
• Comfort learning new software and improving workflows through SOPs
• Experience using AI assistants for drafting, summarizing, or organizing work

WHAT SUCCESS LOOKS LIKE (30/60/90 DAYS)

1. First 30 days: Independently manage calls, scheduling, and filing with minimal rework
2. By 60 days: Proactively catch issues before they become problems (missed appointments, missing documents, unclear messages)
3. By 90 days: Improve at least 1-2 office workflows using SOP + AI tools (templates, checklists, better tracking)

WORK ENVIRONMENT

• Primarily office-based with potential interaction in a marine/mechanical setting
• Comfortable working on-site and interacting with customers/guests
• May involve occasional light lifting of office supplies and moving around the facility

HOW TO APPLY
Submit your resume and a short note answering:

• Your admin/reception experience (years + types of tasks you owned)
• Your comfort level with computers and learning new software
• Any exposure to boats/mechanics - or your willingness to learn

EEO STATEMENT
Accumar is an Equal Opportunity Employer. We consider all qualified applicants without regard to race, color, religion, sex, gender identity/expression, sexual orientation, national origin, age, disability, veteran status, or any other protected status.