Administrative and Boating Operations Assistant

Job Description

Job Description

Description:

Job Summary:

The Administrative and Boating Operations Assistant works directly with the Community Association Manager and Dockmaster, in coordination with the Board of Directors, to support the administrative and day-to-day operational needs of the Boat Yard and Dry Slip, Wet Slip, and Kayak Storage areas. The position maintains lease records and required documentation, communicates with current and prospective boaters, conducts routine visual inspections, assists with limited operational upkeep, and supports the Community Association Manager with related administrative tasks.

Supervisor Responsibilities:

• None.

Duties and Responsibilities:

• Coordinate with the Dockmaster when assigning available storage spaces and provide applicable BICSA stickers, gate-access fobs, cards, or keys.
• Provide regular updates to the Community Association Manager regarding the status of leases and waitlists.
• Verify that registrations for trailers and vessels remain current, contact lessees regarding updated documentation, and update lease records accordingly.
• Conduct routine visual inspections of the Boat Yard and Dry Slip, Wet Slip, and Kayak Storage areas.
• Identify and report vessels or trailers that appear improperly secured, tied, positioned, or placed within an assigned space.
• Monitor the Boat Yard for cleanliness, debris, damage, repair needs, and other conditions requiring attention, and submit or follow up on maintenance requests as appropriate.
• Complete limited operational tasks such as replacing ground-level guide ropes, installing or replacing slip-number markers, and resetting an accessible tripped circuit breaker when appropriate. Electrical diagnosis, panel work, component replacement, and other electrical repairs must be referred to a qualified electrician.
• Report vessels in distress to the Dockmaster.
• Document and report damage resulting from severe storms, hurricanes, or other significant weather events.
• Notify and follow up with lessees regarding the proper securing of trailers and vessels in preparation for hurricanes or tropical storms. Report noncompliance to the Community Association Manager and Dockmaster.
• Communicate professionally by email, telephone, and in person with current and prospective boaters regarding leases, documentation, policies, and issues that arise.
• Assist the Community Association Manager and Dockmaster with invoices and refunds involving new or terminating lessees.
• Assist the Community Association Manager with related clerical responsibilities, including assisting homeowners, answering phones, coordinating maintenance requests, maintaining records, and completing other related duties consistent with the position.

Required Skills/Abilities:

• Proficiency in Microsoft Office, including Word, Excel, PowerPoint, and Outlook, with the ability to learn other relevant software.
• Excellent written and verbal communication skills.
• Strong organizational and time-management skills with close attention to detail.
• Ability to maintain accurate records and manage multiple priorities while working both in an office setting and throughout the Boat Yard.
• Basic familiarity with boats, trailers, vessel-securing practices, and boat-storage operations, or the ability to quickly develop the necessary knowledge.
• Ability to identify and appropriately report a vessel or trailer that appears improperly secured, positioned, or placed within an assigned space.
• Ability to understand and consistently enforce policies, lease requirements, and facility rules.
• Ability to manage difficult or confrontational interactions calmly, confidently, and professionally.
• Ability to interact effectively with managers, coworkers, residents, boaters, vendors, guests, and prospective lessees.
• Ability to work independently, exercise sound judgment, and recognize when an issue must be escalated to the Community Association Manager, Dockmaster, maintenance personnel, or a qualified vendor.
• Commitment to maintaining a positive and professional work environment.

Education and Experience:

• High school diploma or equivalent.
• At least one year of related administrative, property-management, boating, marina, or customer-service experience preferred.
• Prior boating, boat-yard, marina, vessel-storage, or trailer experience is preferred.

Physical Requirements and Working Conditions:

• Ability to work for prolonged periods at a desk, using a computer and telephone.
• Ability to regularly stand and walk throughout the Boat Yard and Dry Slip, Wet Slip, and Kayak Storage areas.
• Ability to work outdoors periodically in Florida heat, humidity, sunlight, and other varying weather conditions.
• Ability to work safely near docks, boats, trailers, water, and surfaces that may be wet or uneven.
• Ability to bend, stoop, crouch, reach, and perform limited ground-level operational tasks.
• Ability to lift and carry up to 15 pounds at a time.