Service Administrator

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
• Paid Parental Leave
• Fertility Assistance
• Relocation Opportunities
• Paid Uniforms
• Boating Discounts
• Tuition Reimbursement Program
• Tool Repurchasing Program
• ABYC Training

The Service Administrator is responsible for providing direct support to the Service Manager, Project Managers, Yard Crew and Customers.  The ideal candidate is organized, punctual, responsive, and an excellent multitasker.  During the busy seasons, this is a fast-paced position, with lots of customer facetime and constant communication with multiple parties.

The Service Administrator is responsible for answering phone calls and emails addressed to the Service Department, liaising with subcontractors, tenants, captains, crew, teammates and providers.  Daily and weekly reports are required to assist both Project Management and the Accounting Department.  This person also works with the team in the yard.  Professionalism, courtesy, and customer service are paramount in this position, in addition to a willingness to jump in and assist with fellow teammates and other departments when required.  Invoicing, billing, and work order management are also required.   Newport Shipyard is a great place to work with a tightknit community, great work culture, and the opportunity to grow in the superyacht industry.

Essential Duties and Responsibilities

• Answer all calls and general emails sent to the Service Department
• Determine all needs and act as liaison between the Service Manager, Project Managers and Yard Crew
• Complete daily reports including container and scissor lift logs, shore power maps, and on-the-hard vessel maps
• Complete and send the Daily Service Report
• Weekly reports to the Service team for open purchase orders and invoices
• Weekly forecasting for the Service Manager and General Manager
• Point of contact for On-Site Security, providing coverage and logistical support
• Work Order Op codes and assisting with work order management and invoicing
• Assistance with yard operations logistics and planning
• Parking for Customers – Passes, logging, and email announcements
• Scissor Lift – rental management and sign outs, organizing, tagging, and managing daily charging
• Assist Shipping and Receiving when required
• Collect insurance, photos, and paperwork required for hauls and short hauls
• Complete Winter Storage Administrative tasks, outreach, and organization
• Collect commission invoices, inputting into work orders, and organize in the system
• Continuously meets ongoing company goals
• Available to work overtime when required to meet deadlines
• Other duties as assigned by Service 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
• Prior marina experience preferred
• Ability to sit or stand for long periods of time
• Ability to lift 20 pounds
• Any skills considered standard that a Service Administrator should possess

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 to establish strong networks internally and externally to ensure that decisions are thoughtful of all stakeholders
• 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
• Provides responsive service to our teammates and members
• Continuously puts forth the extra effort to accomplish duties
• Develop sound conclusions and makes decisions based on analysis of data and understanding of the business
• Works to build high performing teams while taking an interest in teammates’ professional development
• Organize, plan and manage teammates and processes efficiently
• Unfailing commitment to continuous learning and growth
• Acts with integrity and is open to feedback from all teammates
• Willingly coaches teammates through change and leads all situations with positivity

The Company

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.  Additional disclosures available at https://shmarinas.com/hr-disclosures/.