Office Manager

TopSide Marinas; Galveston (TX); On-site; USD 60,000 - 85,000; Full time

Job summary

TopSide Marinas seeks an Office Manager to bridge Operations and Corporate Accounting, handling accounts payable, vendor setup, deposits, and inventory compliance in Molo. This role requires cross-team collaboration and attention to detail.

You will work five days a week, eight hours daily, with possible seasonal schedule changes at management discretion. Proficiency in Excel and familiarity with accounting software are essential for success.

Qualifications

• Minimum of five years of experience in bookkeeping or similar administrative function.
• Ability to work with integrity, maintain a positive attitude, and strong organizational skills.
• Advanced proficiency in Microsoft Excel is preferred.
• Experience with POS systems and QuickBooks Online, Ramp, Bill.com, or Molo is preferred.
• Professional conduct and strong communication skills.

Responsibilities

• Serve as point of contact for Operations Team and Corporate Accounting on timecard supervisory in ADP and office accounting tasks.
• Lead retail, bait, and fuel inventory reconciliations, counts, coding, and scheduling.
• Record day-to-day financial transactions in Molo promptly.
• Verify on-site inventory for sale is logged in Molo; maintain ship store and bait camp inventory records.
• Assist Operations in dock walk, rent roll, and occupancy reports; onboard new employees with HR.
• Process AR/AP, vendor invoices, payments, deposits, and tax forms.
• Conduct daily banking activities and assist with cash reconciliations.
• Support HR in posting jobs, reviewing candidates, and new-hire paperwork.

Skills

Bookkeeping

Microsoft Excel

Administrative skills

ADP

Tools

Molo

ADP

QuickBooks Online

Ramp

Bill.com

POS systems

Job description

Career Opportunities with TopSide Marinas

A great place to work.

Current job opportunities are posted here as they become available.

The Office Manager will be the marina’s primary point of contact between the Operations Team and Corporate Accounting team including activities such as: accounts payable entry and vendor set up, cash deposit activity, transaction documentation and processing in the marina management tool Molo, and retail / fuel inventory compliance duties. This position will work closely with the property leasing, property operations, and corporate accounting teams. This position requires the team member to work 5 days per week and 8 hours per day. Seasonal schedule changes may take place at management discretion.

Duties and Responsibilities:

• Serve as point of contact for the Operations Team, Membership Coordinator, Corporate Accounting, and Store/Bait camp team members regarding timecard supervisory in ADP, systems assistance, and various marina office & operational accounting responsibilities.
• Team Lead for all retail, bait, and fuel inventory reconciliations, physical counts, coding, and employee scheduling.
• Record day-to-day financial transactions including revenue and expense items in Molo in a timely fashion.
• Regularly verify all on-site inventory held for sale in the ship store is logged into the Molo inventory system.
• Maintain an accurate accounting of ship store merchandise and bait camp inventory, verify all dead bait is frozen and sold as frozen bait;
• Assist Operations Team in maintaining accurate dock walk, rent roll, & occupancy reports;
• Assist HR with placing new hire advertisements, reviewing candidates’ applications, interviews, and new hire paperwork.
• Enter data and maintain records for AR and AP functions.
• Complete and file various fuel tax forms, and government reporting forms.
• Coordinate, maintain records, and process all vendor & customer invoices for payment, refunds, deposits, forms, & statements.
• Audit and reconcile cash drawers and petty cash.
• Assists with weekly vendor check runs.
• Conduct daily banking activities, including delivery of bank deposits and assisting with producing cash reconciliation reports.
• Onboard new employees, ensuring that all forms, paperwork, and inquiries are properly handled and coordinated with HR.
• Basic filing and record keeping, as needed.
• Perform other general office and administrative duties as needed.

Minimum Qualifications and Requirements:

• Minimum of five (5) years of experience in bookkeeping or similar administrative function
• Acts with the highest level of integrity
• Maintains a positive attitude
• Advanced level of proficiency in Microsoft Office products, especially Excel, is preferred;
• Experience working with POS systems preferred
• Experience working with QuickBooks Online, Ramp, Bill.com, and/or Molo preferred
• Professional conduct and communication skills
• Ability to quickly learn new software programs;
• Strong work ethic and personal commitment;
• Ability to be a self-starter and work independently;
• Must have strong organization skills and ability to prioritize work;
• Adaptable to a fast-paced environment;

Physical Requirements:

• Lift up to 50 lbs
• Carry up to 50 lbs
• Work around water
• Sitting/working in front of a computer for extended periods
• Stand, walk, sit, push, pull, bend, kneel, squat, twist, reach, grasp

Company Summary:

TopSide Marinas was cofounded in 2020 as a family-owned company that acquires, owns, and operates high-quality marinas across the country. Our mission is to foster a high-quality environment where our members and guests can create lifelong memories, relax, enjoy life, and be healthy. Each of our marinas provide exceptional service, hospitality, and enthusiasm to serve your needs on and off the water. We want our members and guests to feel right at home. We care about the property’s team members by providing competitive wages, excellent healthcare coverage, and supporting a hospitable culture.