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MarineMax · 3 months ago

Administrative Support Coordinator

Oldsmar, FL

Full-time

Onsite

New Grad, Entry Level

MarineMax is a company that provides charter services, and they are seeking an Administrative Support Coordinator to provide essential on-site administrative and clerical support to their Vacations Charter department. The role involves managing documentation, reporting, and coordination across departments to ensure smooth daily operations.

Financial Services

H1B Sponsor Likely

Responsibilities

Create and maintain Excel spreadsheets and reports to track bookings, costs, and vessel performance data

Support accounting workflows by processing invoices, tracking accounts payable/receivable, reconciling income and expenses, and assisting with month-end close for the charter fleet

Prepare and distribute monthly yacht owner financial performance summaries and process related payments or collections

Process and reconcile company credit card charges, crew expense reports, and vendor invoices in a timely and accurate manner

Complete and submit daily cash reports to accounting

Maintain accurate databases of client and vessel information, including contact details, financial records, and insurance documentation

Organize and maintain filing systems for rental transactions and operational records (The Vault)

Coordinate shipping, receiving, and documentation for parts, supplies, and international materials. Some heavy lifting is required, with assistance available

Order and track staff uniforms and maintain inventory of customer promotional materials (“swag”)

Update the Reservation Text System (KIPSU) weekly and monitor daily customer interactions to ensure timely responses

Prepare weekly reports of new reservations for ongoing marketing communications

Coordinate crewed yacht time-off schedules with operations and customer service

Manage and audit HR files to ensure accuracy and completeness

Maintain calendars, records, and documentation to support leadership with up-to-date information

Collaborate with operations, accounting, logistics, and BVI team members to support daily workflow and ensure timely task completion

Prepare correspondence, reports, and other communications with minimal supervision

Adhere to and implement established procedures, policies, and guidelines

Perform additional duties as assigned by the supervisor or management staff

Qualification

Excel spreadsheetsAccounting workflowsDatabase managementDocument coordinationReliableMulti-taskingDetail-oriented

Required

Detail-oriented

Reliable

Skilled at managing multiple administrative tasks in a fast-paced environment