Marina Leasing Coordinator

Jobs2Web; Newport Beach (CA); On-site; USD 52,000 - 70,000; Full time

Job summary

Irvine Company’s marina division in Newport Beach is seeking an Office Coordinator to ensure daily office and record-keeping operations, manage budget, invoices, and reporting, and provide backup leasing support.

Proficiency in Microsoft Office, SAP, Marina Manager/MRI is essential, along with strong communication and organizational skills to handle multiple tasks in a bustling marina environment.

Qualifications

• High school diploma required; bachelor's degree preferred.
• Experience with budgeting, accounts payable/receivable, invoicing or financial reporting.
• Proficient in MS Office and marina management software (SAP, Marina Manager, MRI).

Responsibilities

• Maintain office records and prepare purchase orders and contracts.
• Process invoices daily, verify amounts, and manage receivables.
• Support leasing team, conduct marina tours, and promote occupancy.
• Prepare monthly financial reports and schedules; ensure accuracy of data.

Skills

Office administration

Budget management

Accounts payable/receivable

Leasing support

Customer service

Microsoft Office

SAP

Marina Manager/MRI

Education

High school Diploma

Bachelor's Degree preferred

Tools

SAP

Marina Manager

MRI

Microsoft Office

Outlook

Excel

Job description

Responsible for ensuring all office and record-keeping functions for the marina operations function effectively and are reported accurately including budgetary management, daily accounting, purchase orders and service contracts, invoice payment and processing, receivables billing and collections and a variety of daily, weekly and monthly reporting. The Office Coordinator provides backup support to the leasing team and coverage of leasing duties as needed.

• Develop and maintain superior customer service
• Enthusiastically market and promote the marinas to achieve and maintain the highest occupancy and customer satisfaction
• Fully implement all leasing policies and procedures
• Promptly follow up to all customer billing and information requests with the appropriate action
• Maintain good relationships with customers and CRC team members
• Provide backup to leasing team to sell slips and conduct marina tours with prospective customers
• Produce effective and professional written and verbal communication
• Report leasing performance against plan/goals
• Maintain a professional appearance and business manner at all times
• Sort incoming mail
• Handle phone calls in a cheerful and professional manner
• Have a complete understanding of all marina locations, amenities, benefits and vacancies
• Maintain Marina Manager and MRI with current and accurate information
• Update various leasing statistics spreadsheets and reports
• Complete slip lease agreements for new and existing customers

Job Duties Continued:

• Understand all marina rules and regulations
• Take customer service requests, document, process to the appropriate department and follow-up with the customer
• Adhere to company policies and procedures
• Participate in internal audits as needed
• Proficient in Microsoft Office programs including, Word, Excel, and Outlook
• Proficient in Marina Manager, MRI, and SAP
• Handle special projects as directed by the General Manager
• Verify and manage vessel documentation and insurance compliance by all tenants
• Maintain the office area in a business-like and professional manner
• Maintain inventory on all sales and marketing collateral and office supplies and prepare purchase orders to ensure adequate supplies
• Maintain records for parking passes and gate keys
• Maintain files and records for authorized third-party contractors hired by customers
• Maintain files and records for CRC maintenance vendors and contractors
• Prepare purchase orders and contracts as needed to support the marina office, leasing and maintenance operations
• Adhere to company compliance and procedure manuals
• Ensure CRC and corporate policy and procedure manuals are updated and current
• Establish and maintain accurate files on all leases, agreements, contracts and purchase orders
• Manage the storage of all files, data and information on and offsite
• Maintain current information on federal, state and local tax requirements
• Prepare daily cash postings
• Prepare daily credit card batch closeouts
• Distribute monthly financial reports and schedules

Additional Accountabilities

• Performing administrative duties including, filing, typing, copying, etc... as needed
• Process invoices daily including verification of amounts, quantities, pricing, proper coding, etc...
• Reconcile invoices with approved purchase orders and contracts
• Ensure vendors maintain current insurance and documentation for all purchase orders and contractsProcess check requests with appropriate backup as needed
• Process month-end reports
• Maintain current accounts receivable aging and follow up on all delinquent accounts
• File and process vessel liens as directed by the General Manager
• Process account adjustments
• Understand emergency response procedures
• Maintain and reconcile petty cash accounts
• Maintain good communication and working relationship with corporate accounting groups
• Participate in the development of the annual budget and updates to budgets and forecasts
• Have strong organizational skills, be detail-oriented and a self-motivated team player
• Manage delinquent tenant accounts to ensure tenant receivables remain current
• Control and audit petty cash usage and reconcile reimbursement requests
• Coordinate all IT and telephone-related issues with corporate IT teams
• Coordinate the electric utility service usage and billing system
• Train office employees in their specific job duties as needed
• Implement and enforce marina rules and regulations consistently with all slip holders, guests and contractors.
• Conduct and monitor soundings in all slips and waterways to monitor water depth and ensure safe boating
• Must be able to swim
• Must have a valid California driver license
• Conduct all other duties as assigned by the General Manager

Minimum Qualifications / Other Expectations:

• Education and/or Experience- High school Diploma, Bachelors Degree preferred. Sales and hospitality experience. Computer literate.
• Mathematical Skills – Basic Math
• Language Skills- Ability to read and understand simple instructions. Ability to effectively present information in a one-on-one or group situation.
• Reasoning Ability- Deductive/inductive reasoning, analytical reasoning and resourceful.
• Other Skills and Abilities- Communication, people skills, organization skills, ability to handle multiple tasks; computer and software literate. Experience with Delphi and Opera a plus.

About Us:

Irvine Company is a privately held real estate investment company and master-planner committed to creating and sustaining communities that thrive for generations.

Irvine Company is respected for its master planning and environmental stewardship of the Irvine Ranch in Orange County, including diversified operations throughout coastal California. Irvine Company brings to life neighborhoods and sustainable communities with a full range of housing, jobs, retail centers, schools, parks and open space.

We take as much pride in our employee community as we do the communities we create. It’s an environment populated with talented and experienced people, a collaborative spirit and abundant opportunities.

The Irvine Company is committed to providing equal opportunity in all of our employment practices, including selection, hiring, promotion, transfer, compensation, termination, and training, without regard to race, religion, color, sex, sexual orientation, gender, gender identity, national origin, ancestry, citizenship status, marital status, pregnancy, age, medical condition, genetic information, military and veteran status, disability, or any other basis protected by federal, state, and local law. Reasonable accommodation is available for qualified individuals with disabilities, upon request.