Office Administrator

JOB TITLE: Marina AdministratorDEPARTMENT: AdministrationREPORTS TO: Marina General Manager (GM)Position PurposeThe Office Administrator is the liaison between the property, accounting, and operations. This role is critical to maintaining accurate financial records at the properties. The Office Administrator provides oversight of the office processes, ensures that financial records are created and maintained in accordance with company policies and procedures and monitors compliance of all Corporate Policies and Procedures by conducting periodic mini-audits. The Office Administrator needs to work collaboratively with the GM at the property and is responsible for entering all A/P data in our accounting system. The Office Administrator provides the highest level of customer service in a friendly, helpful manner while accurately responding to the customers' needs and projects a professional company image through all types of interaction.Duties and ResponsibilitiesManage phone calls, emails and other correspondence related to customer and marina needs.Provide outstanding customer service when greeting or assisting customers and vendors.Assist prospects with property amenities and rate information for boat slip or dry storage sales.Complete monthly insurance audit and contact customers who are missing or have expired policies on file and perform monthly reporting to home office.Assist with office supply and inventory purchasing and reporting of monthly inventory counts; also assist with regularly scheduled inventory counts for the marina.Communicate with lift operators for boat movements and trailer loading/unloading.Review monthly financials with the GM.Prepare tenant contracts and handle monthly billing.Oversee daily deposits (credit card, checks and cash).Reconcile end-of-day deposits to match marina management software reports.Process AP (coding and submission into the payable system).Provide the GM with necessary financial information as requested (daily sales, monthly revenue, and expense analysis).Handle AR collections and monthly reporting to home office.Monitor results of operation vs budget and provide insight for variances alongside the GM.Other ResponsibilitiesPrepare regulatory submissions to keep all permits and licenses current.Work through a system conversion.Input annual budgeting and periodic re-forecasting with the GM.Assist the GM in understanding their financials and train them, when necessary, on items like Sharper and Intacct.Ensure adherence to departmental and/or operational policies, procedures and practices.Assume other duties and responsibilities assigned by management.ContactsInternal: Contact with all levels of personnel at both home office and field locations.External: High-profile exposure to include vendors and customers.Operating ResponsibilitiesWork performed and composed of a variety of different tasks, calling for the use of judgment and compliance with policies and procedures. The employee must be a self-starter, able to work independently and multitask. Requires excellent interpersonal skills and computer literacy. Manages several projects at one time and may be interrupted frequently to meet the needs and requests of employees and/or customers.Education and ExperienceAssociate's degree in accounting preferred.Minimum of five (5) years of administrative and progressive accounting experience preferred.Strong ability to develop partnerships with internal clients and others.Good presentation, facilitation, and computer skills.Excellent interpersonal and communication skills.Skills and AbilitiesAbility to work independently to achieve goals and targets.Ability to organize and prioritize work.Ability to work in a team environment to achieve team, departmental, and home office goals.Ability to collaborate effectively with internal and external customers.Adaptability to a fast-paced environment.Self-starter.Proficient in Microsoft Office products – Excel a must.Strong ability to multitask.Working Conditions and Physical RequirementsNormal office conditions. Employees may be required to work three major holidays (Memorial Day, Fourth of July, and Labor Day) and some weekends.J-18808-Ljbffr