Office Coordinator - Boat Donations Program

CHESAPEAKE BAY MARITIME MUSEUM INC; Saint Michaels (MD); On-site; USD 52,000 - 68,000; Full time

Job summary

The Chesapeake Bay Maritime Museum (CBMM) in Saint Michaels, MD, is seeking an Office Coordinator for the Boat Donation Program. The role provides comprehensive administrative and operational support, coordinating vessel donations, sales, and donor stewardship to ensure accurate records and timely processing from inquiry to final disposition.

The ideal candidate has an associate degree and at least three years of administrative experience, with strong Microsoft 365 skills, customer service, and

Qualifications

• Associate degree or equivalent; 3+ years administrative support experience.
• Proficient in Microsoft 365 suite and records management.
• Strong organizational skills and attention to detail.
• Experience in nonprofit or museum settings preferred.

Responsibilities

• Serve as primary administrative contact for boat donors, buyers, auction participants.
• Coordinate donor intake paperwork and maintain records throughout the donation process.
• Prepare tax documentation, acknowledgements, and supporting materials.
• Manage vessel title, registration, transfer, tax, and compliance documents.
• Lead annual Boat Donation Program Auction administration and materials.
• Maintain accurate records in the program's database and files.
• Support purchasing, volunteering, and outreach activities as needed.

Skills

Microsoft 365

Outlook

Word

Excel

PowerPoint

Teams

SharePoint

Communication skills

Customer service

Attention to detail

Education

Associate degree

Tools

CRM

Database management

Job description

The Chesapeake Bay Maritime Museum (CBMM) explores and preserves the history, environment, and culture of the entire Chesapeake Bay region and makes this resource accessible to all. As an educational institution, staff fulfill CBMM's mission, vision, and goals, working individually and collaboratively to encourage the public's access to our collections, programs, and resources.Position Summary:The Boat Donation Program Office Coordinator provides comprehensive administrative and operational support for CBMM's Boat Donation Program (BDP). Serving as the administrative hub of a complex, high-volume program, this position coordinates vessel donations, sales and auction administration, donor stewardship, title transfers, compliance documentation, volunteer coordination, financial recordkeeping, and database management.The Office Coordinator plays a critical role in ensuring the efficient administration of the Boat Donation Program from initial donor inquiry through final disposition of donated vessels. This position requires excellent organizational skills, attention to detail, strong customer service abilities, discretion, and the ability to manage multiple priorities while maintaining accurate records and meeting critical deadlines.Primary Responsibilities:Donor & Buyer AdministrationServe as a primary administrative contact for boat donors, prospective buyers, auction participants, and program stakeholders.Coordinate donor intake paperwork and maintain complete records throughout the donation process.Prepare and manage donor correspondence, tax documentation, acknowledgements, and supporting materials.Support buyer communications and documentation associated with vessel sales and auctions.Ensure all transaction files are complete, accurate, and maintained in accordance with program standards.Vessel Documentation & ComplianceManage vessel title, registration, transfer, tax, and compliance documentation.Prepare, process, and file title and registration documents with the State of Maryland and other jurisdictions as required.Follow applicable laws, regulations, and CBMM policies governing vessel transfers and sales.Maintain organized physical and electronic records for all vessel transactions and supporting documentation.Coordinate documentation requirements associated with donated vessels from intake through final disposition. Elevate unusual title, registration, tax, or compliance matters to the Chief Operating Officer or appropriate advisor.Annual Auction AdministrationServe as the lead administrative coordinator for CBMM's annual Boat Donation Program Auction.Coordinate preparation and verification of vessel documentation, title packets, registrations, sale documents, and transactional records.Prepare and distribute auction materials, bidder packets, signage, and operational documentation.Establish and manage the auction title office during the event.Recruit, train, schedule, and coordinate volunteers supporting title processing and transaction functions.Facilitate accurate processing of vessel sales, title transfers, registrations, and buyer documentation.Coordinate post-auction paperwork, reporting, title transfers, communications, and record retention activities.Support auction reporting, administrative reconciliation, and documentation follow-up after the event.Database & Records ManagementMaintain accurate records in the Boat Donation Program’s database, and other organizational databases.Enter and manage donor, vessel, buyer, volunteer, and transaction information.Support database integrity, reporting, and ongoing record management.Generate reports and provide administrative support for program analysis and performance tracking.Ensure timely and accurate entry of information into CBMM’s systems.Purchasing & Administrative SupportSupport departmental purchasing and receiving activities.Create and process purchase orders, requisitions, invoices, and vendor documentation.Coordinate administrative interactions with vendors, service providers, contractors, and business partners.Assist with contract administration and departmental recordkeeping.Manage departmental schedules, calendars, and administrative logistics as assigned.Volunteer CoordinationAssist in coordinating and scheduling Boat Donation Program volunteers.Maintain volunteer records within Better Impact and other volunteer management systems.Support volunteer communications, onboarding, training coordination, and scheduling.Serve as a resource for volunteers supporting Boat Donation Program activities and events.Marketing & Communications SupportAssist in the creation and distribution of printed and electronic communications related to Boat Donation Program activities.Support preparation of auction materials, donor communications, promotional collateral, and event-related correspondence.Coordinate administrative aspects of program mailings, communications, and outreach efforts.Support the presentation of donated vessels across digital sales platforms by coordinating photographs, vessel specifications, descriptions, and listing content.Reporting and Financial SupportProvide reporting, documentation, and administrative analysis support across all Boat Donation Program functions.Assist with financial tracking, reporting, reconciliations, and supporting documentation as assigned.Prepare records and supporting materials for audits, reporting requirements, and internal reviews.Maintain accurate and organized records that support program performance measurement and financial accountability.Other DutiesPerform other duties as necessary to support CBMM and Boat Donation Program operations or as assigned by the Chief Operating Officer.This is a full-time, salaried, non-exempt position with a typical schedule of 40 hours per week. This position requires regular on-site attendance at the Chesapeake Bay Maritime Museum. Occasional evening, holiday, and weekend hours may be required to support auctions, donor events, and other CBMM activities.Required QualificationsAssociate degree or an equivalent combination of education and relevant experience.Three or more years of experience in administrative support, office coordination, operations support, or a related field.Demonstrated ability to manage complex documentation with a high degree of accuracy and attention to detail.Advanced proficiency with Microsoft 365 applications, including Outlook, Word, Excel, PowerPoint, Teams, and SharePoint.Experience using CRM, database, financial, or records-management systems.Demonstrated ability to coordinate multiple priorities and meet deadlines in a fast-paced environment.Strong written, verbal, interpersonal, and customer service skills.Ability to exercise discretion when handling confidential donor, buyer, financial, and organizational information.Preferred QualificationsExperience working in a nonprofit, museum, maritime, auction, or donor-focused environment.Experience with title processing, registration documentation, or regulatory compliance activities.Experience coordinating volunteers, events, auctions, or other high-volume administrative activities.