Administrative Associate

Overview

Captain Frost is seeking a highly organized and proactive Administrative Associate to support our growing marine HVAC operations. You will help keep daily operations running smoothly by managing scheduling, coordinating with clients and shipyards, organizing job documentation, and supporting accounting and project tracking.

As a key member of the Captain Frost team, you’ll be the hub of communication—handling emails, tracking service jobs, assisting with invoicing, and ensuring nothing falls through the cracks. This role requires someone who is detail-oriented, adaptable, and comfortable working in a dynamic environment where priorities can shift quickly.

If you’re someone who thrives in a fast-paced setting, enjoys taking ownership of your work, and wants to be part of a specialized marine HVAC company working on high-value projects, we’d love to hear from you.

Part-time training starting in APRIL 2026 (15 hours a week)

Full-time work load by MAY 2026 (30-35 hours a week)

StartingRate: $20/hr

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Key Responsibilities for Full-Time Work

Daily Administrative Support

• Email Management: Monitor (and respond when needed) email inboxes, job requests and inquiries, ensuring timely notification of any pressing matters.
• Paperwork: Complete forms and paperwork, ie: vendor applications and supplier account creation forms.
• Invoicing: Process and ensure all invoices are completed or scheduled for payment.
• Scheduling: Maintain a well-organized calendar system, ensuring that ongoing tasks and live folders are consistently updated.

Parts Ordering & Vendor Management

• Coordinate part orders for repair and installation jobs, liaising with team members to gather order details.
• Refer to the Vendor and Supplier List to contact the appropriate vendors for quotes, pricing, lead times, and shipping details.

Jobber Management

• Creating and Managing Quotes: Use information from team members and purchase orders to create detailed Jobber quotes. Send drafts to the team members for approval before finalizing quotes. Ensure all quotes include service charges for credit card fees, deposits for parts, etc…
• Creating and Managing Invoicing: Record payments for credit/debit card transactions automatically in Jobber. Manually track cash, check, and ACH payments and mark them as paid. Coordinate with accountants and bookkeepers to ensure Jobber is synced with QuickBooks for financial tracking.

Calendar & Appointment Management

• Maintain accurate records of job requests and appointments on Jobber's Requests and Calendar sections.
• Input relevant job information into Google Calendar for team visibility, ensuring job details are included. Organize events in Google Calendar according to job specific information.

Side Projects & Miscellaneous Tasks

• Stay informed on ongoing side projects and ensure thorough documentation and progress tracking.

Certification and Payment Tracking

• Monitor and maintain documentation for all business certifications, ensuring timely renewals and payments.

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Qualifications

• Proven experience in administrative or operations roles, with strong organizational and time-management skills.
• Familiarity with accounting software (e.g., QuickBooks, Jobber) and payroll processing is a plus.
• Proficiency with Google Workspace (Docs, Sheets, Calendar, etc.) and Gmail.
• Ability to handle confidential information with a high level of discretion.
• Ability to work independently and take initiative in managing tasks and projects.
• Strong written and verbal communication skills with excellent attention to detail.
• Strong problem-solving skills and the ability to manage multiple responsibilities simultaneously.
• A bachelor’s degree in a business field is preferred, or equivalent administrative work experience in a related field is preferred.
• To be eligible, the applicant must reside in San Diego County or Orange County.

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Training & Work Schedule

The selected candidate will have the opportunity to train under, and shadow, the company’s current Administrative Associate during the month of April. While the role is remote, part of the training is to be done in-person for efficiency and ease of learning.

Pay: From $20.00 per hour

Benefits:

• Flexible schedule

Work Location: Hybrid remote in San Diego, CA 92109