Office Coordinator - North Vancouver, Canada - Nch'Kay

Nch'Kay

Verified Company

North Vancouver, Canada

3 weeks ago

Posted by:

Sophia Lee

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Description

Office Coordinator Job Posting

Mosquito Creek Marina

Position Status

Casual

Scope of the Position
Reports to the Manager, Marina Administration and provides administrative and secretarial support to the Marina Operations Team.

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 to receive instruction on a full range of administrative tasks associated with the Marina Office.
Works to ensure the Manager, Marina Administration is informed on various work priorities and assignments.
Provides for the smooth functioning of the Marina by establishing and maintaining office procedures, systems and priorities, as required and as requested.

Coordinates and supports the flow of information into and out of the Marina Office

Initiates responses to all incoming correspondence that fall within the realm of authority.
Provides Manager, Marina Administration and/or Marina Operations Management Team with documentation needed for nonstandard reply correspondence.
Composes and prepares letters for signature.
Types correspondence from handwritten notes as requested.
Completes word processing, memorandums, notices and letters as requested.
Receives new requests for tenancy, sets up files and ensures all appropriate documentation is filed.
Follows up on all action items that fall within realm of responsibility.
Arranges couriers and makes deliveries when necessary.
Organizes conference calls when requested by Management.

Provides administrative and secretarial support to Marina Office

Provides clerical support, including assistance with daytoday office inquiries and file management.
Handles wide variety of tasks and calls simultaneously, efficiently and with professionalism.
Assembles data on computer.
Completes required forms and paperwork.
Conducts research as directed.
Performs faxing, photocopying, laminating and ordering of supplies.
Undertakes special assignments and projects as needed.
Establishes and manages efficient archiving systems for all hard copy and computer documents.
Sorts resource material and maintains resource binders.
Provides relief for absent office staff, dry storage, reception and Manager, Marina Administration when required.

Maintains inventory of moorage and assists with the annual renewal process

Maintains system for monitoring and controlling inventory.
Receives and processes moorage information daily.
Organizes and reviews client information and ledgers.
Inputs end of day print out from Dock Master into Excel spreadsheet.
Ensures dry storage and moorage inventories are correct and entered into Dock Master System weekly.
Ensures all services are properly priced.
Assists in process for sending out renewal letters and coordinating contracts prior to renewal date.
Meets with current and new customers to complete contract process and acts as an authorized signatory on behalf of the Mosquito Creek Marina.
Maintains boat master files.
Files all contracts according to proper slips.
Compares sales to inventory counts monthly, reporting discrepancies to Manager, Marina Administration.
Receives copies of what is delivered, inputs daily into Excel spreadsheet and follows up on discrepancies.

Responsible for maintaining customer accounts

Responsible for ongoing investigations and research of customer account activities.
Reviews regularly customer account balances, and takes necessary steps to ensure accounts are up to date.
Responsible for month end and year end billings and reports.
Does preauthorized Visa, MasterCard and Amex payments at the end of the month.
Sends out customer renewal letters.
Renews contracts with customers, follows up with those who do not renew.

Maintains Marine Controller System

Puts the boat placements into Dock Master to ensure they are in the proper slip.
Departs the boat out of Dock Master at the end of their contract.
Updates changes in Dock Master weekly.
Enters all new contracts into Dock Master.
Enters all new billing codes into Dock Master and determines rate code.
Enters pay codes for Dock Master.
Produces reports from Dock Master.

Maintain account receivables

Ensures total debit and credits are in the Marina Accounts Receivable.
Generates charges for dry storage containers, storage lots and monthly paying contracts for storage.
Prints out statements, mails out invoices and statements to customer as directed by Management.

Provides service

Interacts with public, providing excellent service.
Stays calm and courteous when dealing with difficult customers/clients, quoting policy and calling for Management assistance as required.
Answers phone in a professional, courteous manner.

**Assists with the land-based part of th