The Marina Administrative Assistant is the front-line reception and customer service representative for Loyalist Cove Marina. In this role, you will provide information or direction to customers, field phone calls and requests to the Service Manager, Accountant or Owner as required. In addition, you will assist with various administrative duties, work with seasonal staff to complete daily checklist jobs, handle boat storage requests, customer applications or documents and transient boat slip assignments.
Job Duties
* Marina Reception in Main Office
o Answer telephones and direct customer calls accordingly to Service Manager or Accounting.
o Handle any walk-in customer requests and provide information.
* Receive and process customer payments.
* Monitor the general email, reply to and allocate requests appropriately to marina staff, management or owner.
* Administer Boat Storage and Slips
o Assist with customer requests for winter storage, boat transport and slips, then coordinate with Service Manager.
o During launch and haul out assist with booking customers scheduled time, ensure related invoices are paid and all documents are signed with boat insurance.
o Assist in drafting launch and haul out checklists and policies.
o Coordinate requests for transient slip assignments, then mark on board to advise staff of their arrival date.
o Maintain the customer waiting list for seasonal slips.
o Manage customer keys, combinations and files.
* Assist with Inventory Control
o Advise Service Manager of parts deliveries.
o Receive and inspect deliveries, as per packing slip.
o Daily reconciliation of gas and diesel readings, verify fuel levels. Order delivery of gas and or diesel as required to maintain inventory.
* Assist Accountant with data entry as required.
* Follow up on the completion of the summer staff daily checklists.
* Draft work schedule and weekend coverage with summer staff.
* Act as relief on service dock for pump out and fueling, or assisting customers at slip.
* Other related duties as assigned.
Core Competencies
* Customer Service
* Communicate Effectively
* Team Work
* Adaptability and Flexibility
* Organized
* Problem Solving and Planning
* Accountability
* Ethics and Integrity
* Reliable
* Data Entry
* Attention to Detail
Requirements
* High School Diploma or enrolled in an Administration/Business program.
* Superior telephone manners and strong interpersonal skills.
* Strong written and verbal skills to communicate with all levels of the organization.
* Knowledge of Microsoft Office programs – Outlook, Excel, and Word.
* Knowledge of QuickBooks Enterprise desktop version preferred.
* Able to maintain filing system, databases, and basic diary/minutes management.
* Excellent data entry skills and strong attention to detail.
* Good financial and business awareness.
Working Conditions
* Able to work in an outdoor environment when required.
* Able to lift at least 30 lbs.
* Manual dexterity required to use desktop computer and peripherals.
* Overtime as required.
* Training will be provided.
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