Administrative & Office Coordinator

Position Summary

Boston Marine Services (an Ocean Havens company) is seeking an Administrative & Office Coordinator to provide administrative support for daily operations and front-office excellence. This role serves as the first point of contact for customers, visitors, and vendors while supporting administrative workflows, scheduling, and office operations. The position supports leadership and the service team through efficient communication, coordination, and follow-up with internal and external constituents.

Primary Responsibilities

• Serve as receptionist and primary point of contact for all incoming calls, emails, website inquiries, visitors, and vendors.
• Manage and respond to customer inquiries.
• Facilitate effective internal and external communication across teams.
• Coordinate scheduling, routing, and communication between customers and the service team.
• Maintain calendars, appointments, and schedules for managers as needed.
• Manage and coordinate conference room scheduling, including organizing meetings and preparing spaces.
• Distribute and track customer satisfaction surveys.
• Report feedback and identify opportunities for service improvement.
• Prepare basic reports, documents, and correspondence.
• Maintain organized digital and physical records, including customer and service data.
• Manage databases, spreadsheets, and CRM systems as applicable.
• Order and manage office supplies, equipment, and vendor relationships.
• Cook up and support logistics for industry events and boat shows.
• Support social media efforts by capturing content and sharing ideas and materials with the Marketing Team.

Position Requirements

• High school diploma or equivalent required, post-secondary education in business administration or related field preferred.
• Minimum 2 years of experience in an administrative, office coordinator or similar role.
• Strong organizational and time management skills.
• Excellent communication and interpersonal skills.
• Customer service/hospitality-oriented mindset.
• Demonstrated ability to multitask, prioritize, and meet deadlines.
• Proficiency in Microsoft Office (Word, Excel, Outlook).
• Experience coordinating travel, events, or logistics preferred.
• Ability to work independently and as part of a team.

Physical Demands / Conditions

• This is an on-site, in-person role.
• Typical office environment with extended periods of sitting, typing, and phone use.
• Ability to operate general office equipment including phone, print/scanner, computer, AV equipment.

Equipment Used

• Computer, phone systems, office software, printers/scanners, and standard office equipment.

Benefits

• Medical & Dental Insurance
• 401k Retirement with 4% match, no vesting schedule
• Long Term Disability
• Term Life and AD&D Insurance up to $20K
• Voluntary Additional Life & AD&D
• Voluntary Accident Insurance
• 10 Paid holidays – 1 float day/calendar year
• 40 hours paid sick time/calendar year
• Two weeks (80 hours) paid vacation/year, increases incrementally with tenure.

Company Information

Boston Marine Services is an equal opportunity employer. We do not discriminate on the basis of race, color, religion, sex, national origin, age, disability, veteran status, sexual orientation, gender identity, or any other protected characteristic under federal, state, or local law.