What are the responsibilities and job description for the Office Administrator position at The Hinckley Company?
Description
Hinckley has been building and servicing America’s finest yachts since 1928. Today, Hinckley builds highly innovative, power and sailing yachts from 29 to 76 feet under the Hinckley, Hinckley Sport Boat, Hunt and Morris brands. 8 yacht care centers from Maine to Florida complete the Hinckley offering by providing service, refits, transportation and storage for a pinnacle ownership experience.
The Office Administrator provides critical support to the General Manager and Service Managers. This position is integral to the functionality of the entire service team. Responsible for all front office duties including payroll, time entry, billing processes, contracts, and local HR duties.
Responsibilities:
· Responsible for Syteline system coordination between trades, service managers, and customers. Duties include setting up and closing Service Request Orders (SRO's), adding codes, adding and moving labor warranty and rework SRO management.
· Manage new customer data entry. Ensure all vital contact and credit card information is captured.
· Management of monthly billing process. Works with Service Managers to produce “To Be” reviews of SRO’s. Enters changes in Syteline. Runs Work in Process report to ensure Service Managers are aware of unbilled SRO’s. Communicates with the General Manager on progress. Manages the printing and mailing of all invoices and statements.
· Processes invoice payments and credits.
· Assist Service Managers with crew purchase reports and request for additional customer detail on invoicing.
· Lead the dockage and storage contract billing process. Ensure contracts are accurate and sent out in a timely manner. Track the status of the process and communicate with the service team. Provide and maintain a regular tracking spreadsheet.
· Provide the service team with daily jobs over plan report. Provide additional reports as directed by the General Manager.
· Ensure labor and tech note entry daily.
· Lead training of new employees in Syteline.
· Management of the fuel dock and assistance with parts ordering and receiving on an as needed basis along with some OSHA reporting as needed.
Requirements
· 5 years related experience and /or training or an equivalent combination of education and experience.
· Excellent written and verbal communication skills.
· Ability to apply basic math skills including fractions, percentages, ratios, and proportions.
· Proficiency in MS Office; Excel, Word, Outlook, PowerPoint
