What are the responsibilities and job description for the Office Administrator position at Hayden Lake Marina?
The 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 process es , 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. The Office Administrator is responsible for entering all A/P data in our accounting system. The Office Administrator will support multiple facets of our organization, including customer service, financial processes, contract management, and operational logistics. The ideal candidate thrives in a collaborative environment, demonstrates exceptional organizational skills, and is committed to maintaining high standards.
The Office Administrator provides the highest level of customer service in a friendly, helpful manner while accurately responding to the customers’ needs. The Office Administrator projects a professional company image through all types of interaction. Job Responsibilities Key Responsibilities: Customer Service & Communication:
Manage phone calls, emails, and other correspondence related to customer and marina needs.
Provide outstanding customer service, greeting and assisting customers and vendors.
Assist prospects with property amenities and rate information for boat slip or dry storage sales.
Communicate regularly with internal teams and external vendors to ensure seamless operations. Financial & Administrative Management:
Prepare tenant contracts and oversee monthly billing.
Manage daily deposits (credit card, checks, and cash) and reconcile them with marina management software reports.
Process accounts payable, including coding and submitting payments into the payable system.
Handle accounts receivable collections and provide monthly reports to the home office.
Assist the General Manager in reviewing monthly financials, preparing revenue and expense analyses, and monitoring operational performance against budget.
Generate and submit required financial reports (revenue, cash flow, payables, receivables) to the home office.
Assist in budgeting and periodic reforecasting alongside the General Manager. Operational Support:
Conduct monthly insurance audits, contacting customers with missing or expired policies.
Assist with office supply and inventory purchasing, as well as reporting and scheduled inventory counts.
Coordinate with lift operators for boat movements and trailer loading/unloading.
Prepare and submit regulatory documents to maintain up-to-date permits and licenses.
Support system conversions and assist in training General Managers on financial software (e.g., DockMaster, Intacct).
Ensure compliance with company policies, procedures, and best practices.
Take on additional duties and responsibilities as assigned by management. Contacts:
Internal: Regular contact with all levels of personnel at both the home office and field locations.
External: High-profile interactions with vendors and customers, requiring professionalism and excellent communication skills. Operating Responsibilities:
Work involves a variety of tasks requiring judgment, decision-making, and adherence to policies and procedures.
Must be highly organized, self-motivated, and capable of working independently.
Ability to manage multiple projects simultaneously, adapting to frequent interruptions to meet the needs of employees and customers.
Required Skills and Qualifications Skills & Qualifications:
Education: Associate’s degree in Accounting preferred.
Experience: Minimum of five (5) years of administrative and progressive accounting experience preferred.
Strong financial and administrative skills, including accounts payable/receivable, reconciliations, and budgeting.
Excellent interpersonal and communication skills with the ability to build partnerships.
Strong ability to multitask, prioritize work, and work independently to achieve goals.
Ability to collaborate effectively within a team to meet company objectives.
Proficiency in Microsoft Office Suite, with strong Excel skills required .
Adaptability to a fast-paced environment and ability to meet deadlines.
Self-starter with strong problem-solving skills. Working Conditions & Physical Requirements:
Normal office conditions.
Employee may be required to work three major holidays (Memorial Day, Fourth of July, and Labor Day) and some weekends .
There may be times where work requires standing for long periods, walking on uneven surfaces in all types of weather conditions .
Must be able to lift up to 50 pounds as needed.
The Office Administrator needs to work collaboratively with the GM at the property. The Office Administrator is responsible for entering all A/P data in our accounting system. The Office Administrator will support multiple facets of our organization, including customer service, financial processes, contract management, and operational logistics. The ideal candidate thrives in a collaborative environment, demonstrates exceptional organizational skills, and is committed to maintaining high standards.
The Office Administrator provides the highest level of customer service in a friendly, helpful manner while accurately responding to the customers’ needs. The Office Administrator projects a professional company image through all types of interaction. Job Responsibilities Key Responsibilities: Customer Service & Communication:
Manage phone calls, emails, and other correspondence related to customer and marina needs.
Provide outstanding customer service, greeting and assisting customers and vendors.
Assist prospects with property amenities and rate information for boat slip or dry storage sales.
Communicate regularly with internal teams and external vendors to ensure seamless operations. Financial & Administrative Management:
Prepare tenant contracts and oversee monthly billing.
Manage daily deposits (credit card, checks, and cash) and reconcile them with marina management software reports.
Process accounts payable, including coding and submitting payments into the payable system.
Handle accounts receivable collections and provide monthly reports to the home office.
Assist the General Manager in reviewing monthly financials, preparing revenue and expense analyses, and monitoring operational performance against budget.
Generate and submit required financial reports (revenue, cash flow, payables, receivables) to the home office.
Assist in budgeting and periodic reforecasting alongside the General Manager. Operational Support:
Conduct monthly insurance audits, contacting customers with missing or expired policies.
Assist with office supply and inventory purchasing, as well as reporting and scheduled inventory counts.
Coordinate with lift operators for boat movements and trailer loading/unloading.
Prepare and submit regulatory documents to maintain up-to-date permits and licenses.
Support system conversions and assist in training General Managers on financial software (e.g., DockMaster, Intacct).
Ensure compliance with company policies, procedures, and best practices.
Take on additional duties and responsibilities as assigned by management. Contacts:
Internal: Regular contact with all levels of personnel at both the home office and field locations.
External: High-profile interactions with vendors and customers, requiring professionalism and excellent communication skills. Operating Responsibilities:
Work involves a variety of tasks requiring judgment, decision-making, and adherence to policies and procedures.
Must be highly organized, self-motivated, and capable of working independently.
Ability to manage multiple projects simultaneously, adapting to frequent interruptions to meet the needs of employees and customers.
Required Skills and Qualifications Skills & Qualifications:
Education: Associate’s degree in Accounting preferred.
Experience: Minimum of five (5) years of administrative and progressive accounting experience preferred.
Strong financial and administrative skills, including accounts payable/receivable, reconciliations, and budgeting.
Excellent interpersonal and communication skills with the ability to build partnerships.
Strong ability to multitask, prioritize work, and work independently to achieve goals.
Ability to collaborate effectively within a team to meet company objectives.
Proficiency in Microsoft Office Suite, with strong Excel skills required .
Adaptability to a fast-paced environment and ability to meet deadlines.
Self-starter with strong problem-solving skills. Working Conditions & Physical Requirements:
Normal office conditions.
Employee may be required to work three major holidays (Memorial Day, Fourth of July, and Labor Day) and some weekends .
There may be times where work requires standing for long periods, walking on uneven surfaces in all types of weather conditions .
Must be able to lift up to 50 pounds as needed.
