Office Administrator

2 weeks ago

North Vancouver, Canada Mosquito Creek Marina Full time

**Duties, Responsibilities, Authority, and Accountabilities**
- Provides administrative support to the Manager, Marina Administration, and General Manager.
- Receives daily tasks from the Manager, Marina Administration.
- Participates in team meetings for administrative tasks.
- Ensures smooth functioning of the Marina by maintaining office procedures and systems.

**Coordinates and supports the flow of information**
- Creates and maintains systems for sorting, purging, filing, and prioritizing correspondence.
- Initiates responses to incoming correspondence within authority.
- Provides documentation for non-standard replies.
- Composes and prepares letters for signature.
- Types correspondence from handwritten notes.
- Completes word processing, memorandums, notices, and letters.
- Sets up files for new tenancy requests and ensures documentation is filed.
- Follows up on action items within responsibility.
- Arranges couriers and deliveries.

**Provides administrative and secretarial support**:

- Provides clerical support and handles office inquiries and file management.
- Performs faxing, photocopying, laminating, and ordering of supplies.

**Maintains inventory of moorage and assists with renewal process**:

- Monitors and controls inventory.Processes moorage information daily.
- Reviews client information and ledgers.
- Ensures dry storage and moorage inventories are correct.
- Assists in sending out renewal letters and coordinating contracts.
- Meets with customers to complete contract process.
- Maintains boat master files.
- Files contracts according to slips.
- Reports discrepancies to the General Manager.

**Maintains customer accounts**:

- Reviews customer account balances and ensures accounts are up to date.
- Handles month-end and year-end billings and reports.
- Processes pre-authorize Visa, MasterCard, and Amex payments.
- Sends out customer renewal letters and follows up with non-renewals.

**Maintains Marine Controller System**:

- Updates Dock Master with boat placements and contract changes.
- Enters new contracts and billing codes into Dock Master. Produces reports from Dock Master.

**Other**
- Perform other duties as required.

**Reporting Responsibilities and Authorities from Supervisor**
- General Manager, Marina Operations

**Knowledge, Skills, and Experience**
- 3-5 years of proven work experience in an administrative management position or similar management role.
- College degree or university diploma in administration, business, or a related field.
- In-depth understanding of the entire MS Office suite.
- Must be flexible with schedule (days/evenings and weekends).
- Good organizational and time-management skills.
- Strong team player with solid communication skills.
- High levels of integrity and ability to handle confidential information.
- Ability to work independently within established guidelines and procedures and as a member of a team.
- Willingness to be flexible and adaptable to changing priorities.
- Strong multi-tasking and organization skills.
- Ability to set and manage priorities to meet deadlines.
- Strong people skills and the ability to interact with colleagues and senior management to maintain quality.

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