Administrative Support Coordinator

OVERVIEW: The Administrative Support Coordinator provides essential on-site administrative and clerical support to the MarineMax Vacations Charter department. This role supports the daily operations of the team through organized documentation, accurate reporting, and effective coordination across departments. The ideal candidate is detail-oriented, reliable, and skilled at managing multiple administrative tasks in a fast-paced environment.

KEY 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. Perform additional duties as assigned.

KEY RESULTS:

• Timely and accurate completion of administrative and tasks
• Consistent communication and coordination across departments and with external partners
• Proactive organization and follow-up to support smooth charter operations