Executive Operations & Admin Coordinator

Southern Marinas, LLC; North Palm Beach (FL); Hybrid; USD 55,000 - 75,000; Full time

Job summary

Southern Marinas, LLC seeks a Business Operations Coordinator to support the corporate office in Palm Beach Gardens, FL. The role demands proactive administration, coordination across departments, and close interaction with the CFO and leadership team.

The candidate will manage records in SharePoint, handle COIs, oversee vendor activities, assist Accounting with invoices, and support HR onboarding and notarial services in Florida. A hybrid work arrangement is available.

Qualifications

• Minimum of 7 years of progressive experience in business operations, office administration, executive support, or a related field.
• Associate's or bachelor's degree in Business Administration, Office Management, or a related discipline preferred; equivalent professional experience will be considered.
• Active Florida Notary Public commission preferred, or ability to obtain one within 90 days of hire.
• Strong proficiency in Microsoft 365, including Outlook, Excel, Word, PowerPoint, and SharePoint.
• Experience managing office operations, electronic records, vendor documentation, and administrative processes.
• Experience with accounts payable, invoice processing, and basic accounting procedures preferred.
• Excellent organizational, communication, problemsolving, and time management skills.
• Demonstrated ability to work independently, exercise sound judgment, take initiative, and develop practical solutions with minimal supervision.
• Professional demeanor, strong attention to detail, and the ability to manage competing priorities while maintaining confidentiality.

Responsibilities

• Coordinate daily corporate office operations, ensuring an efficient, organized, and professional work environment.
• Provide administrative support to executive leadership.
• Coordinate meetings, catering, office events, and related logistical arrangements.
• Maintain accurate electronic records and filing systems through SharePoint, ensuring proper organization, accessibility, and confidentiality.
• Manage Certificates of Insurance (COIs), including new requests, tracking and distribution, renewals, and vendor communication.
• Manage office supplies, inventory, mail, deliveries, vendor services, and general office needs.
• Assist the Accounting team with invoice processing, payment documentation, and accounts payable coordination as needed.
• Partner with Human Resources to coordinate new hire orientation, onboarding materials, schedules, and related administrative activities.
• Provide Florida notarial services for authorized business documents in accordance with applicable state requirements.
• Track administrative requests, deadlines, and followup items to ensure timely completion.
• Assist with special projects, company initiatives, and crossfunctional activities as needed.
• Identify opportunities to improve administrative processes, streamline workflows, and enhance overall office efficiency.

Skills

Office administration

Executive support

Communication

Organization

Problem solving

Time management

Independent work

Confidentiality

Education

Associate's or Bachelor's in Business Administration

Tools

Microsoft 365

SharePoint

Outlook

Excel

PowerPoint

Job description

Southern Marinas, LLC seeks a Business Operations Coordinator to support the corporate office in Palm Beach Gardens, FL. The role demands proactive administration, coordination across departments, and close interaction with the CFO and leadership team.

The candidate will manage records in SharePoint, handle COIs, oversee vendor activities, assist Accounting with invoices, and support HR onboarding and notarial services in Florida. A hybrid work arrangement is available.