Office Manager

Job Overview

We are seeking a highly organized and proactive Office Manager to support the daily operations of a growing marine service center. This role is critical in ensuring smooth coordination between customers, technicians, vendors, and subcontractors while maintaining efficient administrative workflows. The ideal candidate will be detail-oriented, customer-focused, and comfortable working in a fast-paced environment. Experience in service-based or marine-related industries is a strong plus.

This position plays a key role in delivering a professional, responsive experience for boat owners while keeping internal operations running efficiently.

Core Responsibilities

Customer Calls & Front Desk Operations

• Answer and manage incoming customer calls, emails, and walk-in inquiries
• Provide professional and knowledgeable responses regarding service timelines, estimates, and general inquiries
• Direct communication between customers and service technicians

Estimates, Parts & Financial Tracking

• Maintain and update estimates using Excel and/or QuickBooks
• Source, order, and track parts from marine vendors and suppliers
• Assist with invoice preparation, payment tracking, and basic bookkeeping tasks

Client Communication

• Maintain ongoing communication with customers throughout the service process
• Provide consistent weekly updates on job status, delays, and completion timelines
• Liaise with subcontractors to coordinate specialized work and ensure alignment with schedules

Scheduling & Workflow Coordination

• Schedule and coordinate bottom paint jobs and other seasonal services
• Manage work order scheduling and technician calendars
• Track and follow up on open estimates to convert opportunities into active jobs

Administrative & Office Operations

• Enter and manage employee timesheets and labor tracking
• Process vendor payments and maintain accurate records
• Maintain organized filing systems for work orders, invoices, and service records
• Monitor office supply inventory and order as needed
• Ensure office equipment and systems are functioning properly

Experience & Qualifications

• Proven experience in office management, service coordination, or administrative roles (marine, automotive, or trades industry preferred)
• Strong organizational and multitasking skills with the ability to prioritize in a fast-paced environment
• Proficiency in Microsoft Office (Excel, Word, Outlook) and QuickBooks or similar software
• Experience with estimates, invoicing, and parts ordering is highly desirable
• Excellent customer service and communication skills, particularly over phone and email
• Ability to coordinate multiple jobs, vendors, and timelines simultaneously
• Familiarity with marine terminology, boat systems, or service environments is a plus

What This Role Supports

This position is essential to keeping service operations running smoothly—from the first customer call to final invoice—ensuring boats are serviced efficiently and customers are kept informed every step of the way. We’re looking for someone who is resourceful, detail-oriented, and ready to be a central part of a high-performing marine service team.

Pay: $17.00 - $20.00 per hour

Benefits

• Dental insurance
• Flexible schedule
• Health insurance
• Paid time off
• Vision insurance

Work Location: In person