Project Administrator

SAFE HARBOR MARINAS; Richmond (CA); On-site; USD 75,000 - 85,000; Full time

Benefits offered by this job

Full Benefits Package Including 401(k)

Orthodontic Coverage

Paid Time Off

Paid Holidays

Fertility Assistance

Paid Uniforms

Boating Discounts

Tuition Reimbursement Program

Tool Repurchasing Program

ABYC Training

Job summary

Safe Harbor Marinas, LLC (SHM) is the world’s largest owner and operator of marinas. The Project Administrator role supports boat repair member services, working with the General Manager and Project Managers to deliver exceptional customer service and efficient project administration.

Responsibilities include inquiries handling, work-order setup, scheduling, data management, invoicing, and cost analysis, with a focus on accurate billing and high member satisfaction.

Qualifications

• High school diploma or equivalent; some college preferred.
• Minimum 2 years boating/maritime industry experience preferred.
• Minimum 2 years delivering high-quality customer care.
• 2 years of accounting, billing, or invoicing experience preferred.
• 2 years of professional computer experience; proficient with office software.

Responsibilities

• Act as primary contact for member inquiries and scheduling of boat repair services.
• Set up service agreements, review terms, and explain processes to Members.
• Coordinate arrival/departure logistics for boat repair projects.
• Enter financial data into project management software and prepare invoices.
• Prepare in-progress and final invoices; manage deposits and payments.
• Track estimates vs. actual costs for project updates.
• Coordinate schedules and logistics with external partners and insurers.

Skills

Customer service

Data entry

Billing/invoicing

Education

High school diploma

Tools

Microsoft Office

Job description

• Base Pay $75,000.00 - $85,000.00 / Year
• Job Category Administrative
• Employee Type Full Time

Contact information

• Phone [phone]

Description

Safe Harbor Marinas, LLC (SHM) is the largest owner and operator of marinas in the world. As a fast-growing company, SHM cultivates a team dynamic of passionate individuals led by the sharpest minds in the industry in order to serve the vibrant boating community that encompasses the SHM network. SHM teammates are committed to thinking critically, providing outstanding service and building relationships with all whom we serve. SHM offers professional education and training opportunities and the chance to work with – and learn from – highly experienced marina professionals. In addition, SHM offers eligible employees benefits such as:

• Full Benefits Package Including 401(k) Plan
• Orthodontic Coverage
• Paid Time Off
• Paid Holidays
• Fertility Assistance
• Paid Uniforms
• Boating Discounts
• Tuition Reimbursement Program
• Tool Repurchasing Program
• ABYC Training

The Project Administrator serves as the primary point of contact for Boat Repair Member Services, delivering exceptional customer support to members, guests, and the Safe Harbor Team. This role collaborates closely with the General Manager and Project Managers to provide seamless administrative services, ensuring successful boat repair project management and peak Member satisfaction.

Essential Duties and Responsibilities

Member Relations, Inquiries & Scheduling

• Inquiry Management: Act as the first point of contact to answer questions via phone, email, and walk-in inquiries regarding boat repair services.
• Work Order Initiation: Set up service agreements, review terms of business, and clearly explain operational processes to Members and customers.
• Scheduling: Coordinate arrival and departure logistics for incoming boat repair projects in tandem with management.
• Data Management: Input financial data into project management software applications and organize data for accurate billing.
• Invoicing & Collection: Work alongside Project Managers to prepare in-progress and final invoices, arrange project deposits, issue invoices, and collect payments.
• Analysis: Track and compare project estimates against actual costs to ensure accurate project updates.
• Third-Party Logistics: Coordinate schedules, communications, and logistics with external partners including insurance providers, contractors, captains, surveyors, and truckers to build long-term industry relationships.

A dditional Responsibilities

• General office administration, data entry, and regulatory compliance documentation, support marketing and advertising initiatives, financial projections, work-in-progress management, and event planning
• Other duties as assigned by Manager

Safety and Environmental Responsibilities

• Follow SHM Safety and Environmental rules and complete required related training.
• Wear proper personal protective equipment (may include safety glasses, gloves, life jackets and/or hard hats) as required for the task or work area.
• Report all accidents, injuries, spills and near misses immediately.

Technical and Physical Requirements

• High school diploma or equivalent, some college preferred
• 2 years minimum of boating or maritime industry experience strongly preferred
• 2 years of experience delivering high-quality customer care preferred
• 2 years of experience in accounting, billing, or invoicing preferred
• 2 years of professional computer experience preferred; proficient in Microsoft Office Suite
• Familiarity with boats and nomenclature
• Ability to sit for extended periods of time
• Ability to lift 20 pounds
• Any skills considered standard that a Project Administrator should suggest

Minimum Soft Skills Qualifications

• Eagerness to engage in a growing, fast paced, and industry-leading company
• Consistently treats others with dignity and respect
• Genuinely serves others with humility and a positive attitude
• Frequently demonstrates a bias toward action
• Always communicates effectively and courteously with fellow teammates and members
• Continuously follows policies and procedures while seeking out new and better ways of accomplishing duties
• Shows resolve and overcomes difficulties in a positive and productive manner
• Gladly provides responsive, and high level of service to our teammates and members
• Eagerly puts forth the extra effort to accomplish duties
• Adapts quickly and efficiently to changing priorities in order to meet teammate or member needs

Safe Harbor Marinas provides equal employment opportunities (EEO) to all employees and applications for employment without regard to race, color, religion, sex, national origin, age, disability or genetics. In addition to federal law requirements, Safe Harbor complies with applicable state and local laws governing nondiscrimination in employment in every location in which the company has facilities. The policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.