Marina Office Manager

Marine Industries Association of Palm Beach County; Ocean City (FL); On-site; USD 42,000 - 64,000; Full time

Job summary

Marine Industries Association of Palm Beach County is seeking a Marina Front Office Supervisor to manage daily front office operations and uphold exceptional guest service in the manager's absence.

You will supervise front desk staff, coordinate transient slip reservations, contracts, and billing, while overseeing fuel dock and ships store inventory. Proficiency with marina software and strong communication are essential.

Qualifications

• Experience in marina/front desk operations is preferred.
• Strong organizational and communication skills are required.
• Ability to train and supervise staff and manage conflicts.

Responsibilities

• Supervise and direct front office staff and ensure adherence to policies.
• Manage transient slip reservations, contracts, and revenue reconciliation.
• Oversee fuel dock, ships store sales, and inventory controls.
• Utilize marina software (Dockwa) for reservations, sales, and reporting.
• Answer calls and emails professionally and coordinate customer communications.

Skills

Attention to detail

Organizational skills

Interpersonal skills

Tools

Excel

Word

Outlook

Job description

Summary: This position is responsible for assisting in the day-to-day management of the marina front office and maintaining the highest level of customer service for our guests. Responsibilities include overseeing and managing the following in the absence of the Marina Manager: staff management, fuel dock and ships store sales, transient slip reservations and placement, customer communication and conflict resolution, and emergency preparedness and response.

Essential Functions

• Work with and train new employees on Marina Rules, Policies and Procedures.
• Ensure transient inquiries are promptly responded to and reservations are assigned to slips. Ensure dock staff is informed of arrivals/departures.
• Manage contract inquiries and the creation of annual/seasonal contracts for all customers.
• Reconcile dockage contracts revenue; facilitate resolution of customer transaction discrepancies.
• Oversee funds collection for contractual dockage, manage installment payments and update accounts receivable status weekly.
• Oversee front desk staff’s use of point of sale system to complete sales, reconcile and close out register and balance at the end of the shift.
• Make bank deposits, track and reconcile local bank account and office petty cash.
• Monitor fuel inventory, order as needed in Marina Manager’s absence; oversee and reconcile logging of gas and diesel fuel inventory against sales.
• Utilize marina software (currently Dockwa) for reservations, sales, and accounting reports. Act as liaison for marina software and assist in SOP management for current and new procedures.
• Work with all managers in organizing, formulating and coordinating needed data.
• Answer phone calls and emails in a professional and timely manner. Communicate directions clearly and effectively. Interact with guests enthusiastically to create a friendly and positive experience. Make customers feel important, valued, and appreciated.
• Assist with ships store/deli monthly inventory count; reconcile and make required system adjustments for variances.
• Utilize corporate insurance tracking software to obtain required vendor and customer insurance policy coverage certificates.
• Report and address all maintenance, safety, security, and liability concerns as soon as possible to the Marina Manager. These include but are not limited to lighting issues, gate and camera failures, trip hazards, fire hazards, and oil/fuel spills.
• Ensure the office is maintained in a clean, neat, and safe manner.
• Inventory and maintain emergency equipment.
• Order office supplies following purchasing protocols.
• In the aftermath of an emergency, assist with insurance, management, customers, and law enforcement.

Supervisory Essential Duties

• Supervise and direct front office staff, monitoring performance, communication and behavior in all areas of their job functions, and ensuring staff follow company procedures and first-class standards.
• Assist in ensuring marina is operated in accordance with all local, state, and federal laws, and comply with Marina policies and procedures. Report unauthorized use of docks.
• Provide open communication and recommend areas of development and improvement.

Available to work weekdays, occasional weekends/holidays and extended hours as business dictates. Assist with implementation of special events and participate in the Palm Beach International Boat Show booth.

Skills:

Proficiency in Excel, Word, Outlook

Familiarity with marina operations and/or marina-specific software a plus

Attention to detail and strong organizational and interpersonal skills