Administrative & Office Coordinator

Job Description

Job Description

Administrative & Office Coordinator

Department: Administration

Status: Full-time, Benefits Eligible

Pay Basis : $20-$28/Hour, Exempt

Schedule: 7:00 am – 3:00 pm Mon. – Fri.

Location: Onsite, Charlestown MA

Position Summary

Boston Marine Services (an Ocean Havens company) is seeking a highly organized Office Coordinator to provide administrative support for processes that drive daily operations and front-office excellence. This in-person role serves as the first point of contact for customers, visitors, and vendors while supporting administrative workflows, scheduling, and office operations. The position supports leadership and the service team through efficient communication, coordination, and follow-up with internal and external constituents.

Primary Responsibilities:

Front Office & Communication

• Serve as receptionist and primary point of contact for all incoming calls, emails, website inquiries, visitors, and vendors.
• Manage and respond to customer inquiries.
• Facilitate effective internal and external communication across teams.

Scheduling & Coordination

• Coordinate scheduling, routing, and communication between customers and the service team.
• Maintain calendars, appointments, and schedules for managers as needed.
• Manage and coordinate conference room scheduling, including organizing meetings and preparing spaces.

Customer Experience Responsibilities:

• Distribute and track customer satisfaction surveys.
• Report feedback and identify opportunities for service improvement.

Administrative Support

• Prepare basic reports, documents, and correspondence.
• Maintain organized digital and physical records, including customer and service data.
• Manage databases, spreadsheets, and CRM systems as applicable.

Office Management

• Order and manage office supplies, equipment, and vendor relationships.
• Coordinate with vendors and service providers as needed.
• Maintain a clean, safe, and well-functioning office environment.

Training & Team Support

• Assist in planning and coordinating employee training sessions, including logistics, researching training opportunities and travel coordination.

Management & Event Travel Coordination:

• Coordinate travel arrangements, including flights, hotels, and transportation.
• Plan and support logistics for industry events and boat shows.
• Prepare detailed itineraries and ensure alignment with business schedules.

Other Responsibilities:

• Assist with on-boarding and off-boarding and other HR administrative tasks.
• Provide general administrative support to leadership and team members.
• Support social media efforts by capturing content and sharing ideas and materials with the Marketing Team.

Position Requirements:

• High school diploma or equivalent required, post-secondary education in business administration or related field preferred.
• Minimum 2 years of experience in an administrative, office coordinator or similar role.
• Strong organizational and time management skills.
• Excellent communication and interpersonal skills.
• Customer service/hospitality -oriented mindset.
• Demonstrated ability to multitask, prioritize, and meet deadlines.
• Proficiency in Microsoft Office (Word, Excel, Outlook).
• Experience coordinating travel, events, or logistics preferred.
• Ability to work independently and as part of a team.

Physical Demands / Conditions:

• This is an on-site, in-person role.
• Typical office environment with extended periods of sitting, typing, and phone use.
• Ability to operate general office equipment including phone, print/scanner, computer, AV equipment

Equipment Used:

• Computer, phone systems, office software, printers/scanners, and standard office equipment

Benefits:

• Medical & Dental Insurance
• 401k Retirement with 4% match, no vesting schedule
• Long Term Disability
• Term Life and AD&D Insurance up to $20K
• Voluntary Additional Life & AD&D
• Voluntary Accident Insurance
• 10 Paid holidays – 1 float day/calendar year
• 40 hours paid sick time/calendar year
• Two weeks (80 hours) paid vacation/year, increases incrementally with tenure.

Boston Marine Services is an equal opportunity employer. We do not discriminate on the basis of race, color, religion, sex, national origin, age, disability, veteran status, sexual orientation, gender identity, or any other protected characteristic under federal, state, or local law.