Operations Coordinator

CHARLESTON YACHT, LLC

Job Description: Operations Coordinator

Charleston, South Carolina | Yacht Maintenance Services

Operations Coordinator

Position Title

Operations Coordinator

Department

Operations / Administration

Reports To

Owner

FLSA Classification

Non-Exempt (Hourly) — reclassification to be reviewed with HR under proposed base-salary-plus-commission model

Location

Hybrid: home/office on-site at Charleston-area marinas as needed

Schedule

Full-time, ~40 hours/week

Pay Structure

Base salary plus monthly commission (see Compensation Structure); field work as assigned

Position Summary

The Operations Coordinator is the operational backbone of Charleston Yacht, supporting daily scheduling, administrative, and logistical functions. This role ensures efficient coordination of mechanical service schedules, vendor communication, invoicing preparation, and client communication. The Operations Coordinator works closely with ownership and field staff to maintain organized workflows, support clear communication across the team, and assist with parts coordination, while occasionally providing field support through driving items/parts, washing a boat, interior cleans or meeting a client. Approximately 95% of daily work is operational coordination and invoicing/documentation.

Automating these workflows using AI-powered tools instead of doing repetitive tasks is key to this position where possible. Human guidance and strategizing work in the field communicating to technicians and juggling these logistics is something that no AI tool can do and this is very important. Charleston Yacht has built a defined process for this position; the Operations Coordinator is expected to drive and continuously improve that process, holding the field team accountable to it so that daily operations run smoothly without constant owner involvement.

When these items are managed correctly the owner, Erich Schmdit can focus on planning work with existing clients, cultivating future revenue opportunities and managing after-care.

Core Accountabilities (Pass / Fail)

These three responsibilities are the non-negotiable core of the role. They are measured on a pass/fail basis — each week the work is either complete or it is not — and they form the primary accountability standard for the position:

• Weekly invoicing closed out by Friday. All jobs that are completed during the week (notes entered and closed by technicians Monday through Friday) are invoiced and sent to the client by end of day Friday. No completed work carries into the following week uninvoiced.
• Weekly Work List updated every Friday. The Monthly/Weekly Work List (Google Doc) is fully updated by end of day Friday and shared with the full management team via email, so technicians can review next week’s work over the weekend and have a higher-altitude view of what we are working on overall and in the future. This document is the team’s operational reference.
• Next week’s jobs scheduled by Friday. Approved jobs for the coming week are scheduled before the weekend, eliminating Monday-morning scrambling. The field team is directed to plan ahead and is held to the expectation that they do not wait until Monday morning to determine the day’s work. Erich does not like coulda-woulda-shoulda failures in the business as this is mostly avoidable with proper planning.

Essential Duties & ResponsibilitiesOperational Coordination & Scheduling

• Communicate daily with Erich and monitor QUO text/calls, Signal and email.
• Schedule mechanical service work in Jobber, ensuring approved-quote sequence is honored (no leapfrogging previously approved jobs).
• Coordinate scheduling around parts availability in partnership with Assistant Captain (parts manager).
• Provide scheduling support to detail team when needed (primary detail scheduling owned by Detail Manager) and sequence the teams to not overlap if possible.
• Maintain a operational work list, updated weekly, and shared via Google Drive — this serves as the team's operational reference document.
• Coordinate schedule adjustments when vessels depart, services change, or additional work is required
• Conduct weekly marina dock walkthroughs to verify operational accuracy and observe work progress
• Lead bi-weekly Tuesday meeting with team and order lunch before. Erich picks up and joins for lunch and meets as needed thereafter. These in-person meetings are very good for everyone.

Administrative Support

• Monitor administrative email inbox daily and route communications to appropriate parties
• Retrieve, open, and organize incoming business mail (weekly UPS run coordinated with Assistant Captain) and if capt John is gone pick up mail/boxes.
• Maintain organized records of service documentation, invoices, and operational notes in Google Drive. This workflow can be captured by a AI tool and run on a schedule.
• View payroll pre-process with Erich and Dave (bookkeeper / payroll provider); flag and resolve time entry errors and cross-reference draft invoice times as needed.
• Support employee documentation (I-9, W-4, onboarding paperwork) in coordination with HR
• Manage QUO phone system changes as needed. This system is all set up.
• Manage Email subscription and add/delete users. Add email to new employee phones as needed.

Accounts Payable

• Insurance payments - manage and pay or have Erich pay if needed. Update declarations page on Google drive for our carriers to send to marinas, boatyards, etc at renewal.
• Update payment to vendors with our credit card or if vendor documents are needing to be filled out.
• Write checks and have Erich sign them for the occasional vendor who only takes checks.
• The team has purchasing cards and Erich handles most of this, but sometimes help is needed.

Client Communication

• Respond to client communication daily, primarily via email and QUO text for basic questions.
• Send notifications to clients regarding upcoming visits or service status.
• Maintain professional communication with marina offices, vendors, and clients.
• Coordinate with Owner on client phone calls to prevent duplicate communications
• Speak to clients as needed on QUO.
• Instruct team to speak to clients if needed on QUO. This is rarely done they don’t like to talk to clients this makes some of them very uncomfortable at times, but is needed at times while techs are on a boat and the client needs to walk them through a problem or scenario.

Invoicing & Job Documentation

• Prepare draft invoices for completed services (volume can reach ~15 per day in busy periods) that Erich will review and can send.
• Ensure job details, service notes, and materials used are properly documented before invoicing.
• Close completed jobs in Jobber and support the weekly billing cycle.
• Create draft ESTIMATES that are required to complete repairs daily.
• Send out invoices daily for work completed within last 12 hours. Efficiency and prompt communication of completed work begets more work as clients are impressed with our process and will authorize more work if they are confident it will be completed and communicated quickly.

Field Operations Support

• Perform billable work if possible. Provide additional field support during peak workload periods
• Manage marketing signs, cards, shirts and A-frame signs. A lot of this is set up already, but orders will need to be made or changes.

Process Documentation & Continuous Improvement

• Assist in developing and documenting Standard Operating Procedures (SOPs)
• Identify opportunities to improve scheduling, communication, and service workflows
• Support operational improvements that enable the company to scale
• Create a AI based tool for updating client repair logs on Google sheets to run monthly or more frequently if seasonal boat.

QualificationsEducation & Experience

• High school diploma or equivalent required
• Prior experience in operations coordination, administrative support, or service-industry operations preferred
• Experience with scheduling software, CRM, or job management systems (Jobber strongly preferred)
• Marine-industry background strongly preferred — e.g., former yacht crew or others fluent in boat terminology and familiar with how field service work flows. This understanding is essential to communicating effectively with technicians and captains.

Skills & Competencies

• Learning and implementing new AI based functions to reduce human work.
• Strong organizational and time management skills; able to coordinate multiple operational tasks simultaneously
• Excellent written and verbal communication skills
• Strong attention to detail and documentation accuracy
• Ability to work independently and proactively identify operational needs
• Comfortable with Google Workspace, email, and basic spreadsheet work
• Ability to balance desk/admin work with periodic on-site / on-vessel field work
• Firm and confident in holding the field team accountable — able to set clear expectations and follow through (e.g., ensuring technicians plan ahead and meet deadlines) without escalating every issue to the owner.
• Natural leadership presence — the kind of person a team instinctively turns to for direction, with the maturity and experience to navigate people and problems independently.
• Comfortable working as a combined in-field and remote/office role — present with the team in person enough to keep communication flowing, which works better for this position than fully remote arrangements.
• Not be burdened by animals or other peoples animals needs.

Pay: $28.00 - $35.00 per hour

Benefits:

• Paid time off
• Referral program
• Relocation assistance

Work Location: Hybrid remote in Charleston, SC 29401

Salary : $28 - $35