Overview
We are seeking an organized, detail-oriented, and customer-focused Marine Service Office Administrator to join our team. In this multi-faceted role, you will be the heartbeat of our daily operations, managing customer flow, anchoring our service administration, leading our boat rental program, and keeping our parts inventory flawless. If you thrive in a fast-paced environment, love the marine industry, and enjoy a mix of customer interaction and administrative precision, we want to hear from you!
Key Responsibilities
1. Customer Experience & Front-of-House Flow
- Manage multi-channel communications: Act as the primary point of contact for all initial customer interactions across four core streams (In-person, Phone, Kenect, and Email).
- Retail sales support: Stay knowledgeable on retail store products to assist customers, look up parts, put invoices on hold, and finalize transactions efficiently.
2. Service Administration & Parts Coordination
- Manage Repair Orders (ROs): Utilize our dealership software (LS) to build comprehensive customer profiles, generate ROs, assign standard jobs, track labor durations, and manage the active service schedule.
- Proactive customer communication: Keep service clients informed with clear, timely updates regarding schedule changes, delays, parts availability, and pricing quotes.
- Technical parts lookup: Navigate diagrams, catalogs, and manufacturer websites to source accurate parts, verify availability, and calculate precise pricing.
3. Rental Program Ownership
- Lead rental operations: Serve as the sole coordinator for all customer and internal rental communications.
- Coordinate logistics: Manage rental scheduling, paperwork, and logistics, ensuring the correct trailers and launch protocols are utilized for each vessel.
- Risk & compliance management: Learn and enforce company and insurance compliance requirements for both the business and the customer.
- Conduct inspections: Perform pre- and post-rental walk-throughs with clients, documenting vessel condition, identifying damages, and initiating repair quotes/ROs when necessary.
- Safety & fleet readiness: Monitor safety equipment stock levels and collaborate with team members to ensure all rental assets are clean and fully equipped.
4. Inventory Control
- Inventory optimization: Maintain accurate stock counts and establish optimal min/max inventory levels.
- Routine auditing: Conduct scheduled weekly category counts, monthly bay counts, and assist the Service Lead with the comprehensive end-of-year inventory audit.
- Reporting: Compile and deliver organized monthly inventory reports directly to the business owner.
5. Facility & Facility Upkeep
- Workspace standards: Maintain a pristine, clutter-free, and dust-free personal desk space to reflect company standards.
- Supply chain management: Utilize checklists to monitor, restock, and manage office supplies, shop first-aid kits, eye-wash stations, and facility cleaning supplies.
- Merchandising & stock rotation: Follow the monthly retail schedule to clean, organize, and restock the showroom floor from the main parts container.
- Team rotation: Participate in the shared, rotating staff cleaning schedule for common areas and bathrooms.
Qualifications & Skills
- Software proficiency: Prior experience with LS (or equivalent marine/automotive dealership management systems) is highly preferred.
- Technical aptitude: Ability to comfortably read parts diagrams, technical catalogs, and manufacturer schematics.
- Strong communicator: Exceptional verbal and written communication skills across phone, email, and text platforms.
- Organizational ace: Highly structured with the ability to manage multiple checklists, inventory schedules, and customer files simultaneously.
- Marine interest: Knowledge of boats, trailers, and marine safety gear is a major asset.
Join us as a Office Administrator, where your contributions will directly impact our commitment to excellence in service delivery.
Job Type: Full-time
Pay: $20.00-$24.00 per hour
Benefits:
- Company events
- On-site parking
Experience:
- Customer service: 2 years (required)
Work Location: In person
