Boatyard Office Administrator job vacancy in Port of Olympia (Marine Drive, WA)

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Company name : Port of Olympia
Location : Marine Drive, WA
Position : Boatyard Office Administrator

Description :
The Port of Olympia is currently seeking a qualified, driven, and results-oriented professional to be part of a talented team at the Port of Olympia.About the PortThe Port of Olympia is a small governmental agency responsible for delivering a wide range of services to our community. As a business-focused municipality, the Port operates its business enterprises seeking the best financial, social, and recreational return to our community. The Port strives to provide the very best customer service and amenities to the residents of Thurston County and visitors to the area.Olympia has been a key Puget Sound link to the West Coast and the world ever since the mid-1800’s when vessels transported timber pilings to San Francisco. Since the Port of Olympia’s establishment as Thurston County’s public port in 1922, it has evolved into a dynamic and diversified operation, providing economic and recreational opportunities at the Marine Terminal, New Market Industrial Campus, Swantown Marina, Market District, and the Olympia Regional Airport.Swantown MarinaSince 1987, the Port owned and operated Swantown Marina has grown to the seventh largest marina in Washington State and is the center of recreational boating activities in the South Sound. With over 650 permanent slips, as well as 70 guest slips, Swantown is home to a diverse boating community, including an environmentally friendly haul-out, maintenance, and storage yard aptly named “Boatworks.” The newest addition is the marina’s fueling and pump-out station, built in 2017, and is a state of art 100 foot-long fueling dock able to accommodate multiple vessels at the same time.About the PositionServing the boating community since 1999, the boatyard operates an 82-ton Marine Travel-Lift, hauling vessels from 17′ to 80′ in length and up to 21’ wide, and a jib crane with a 10,000-pound capacity, and forklift and crane services available on site.The Boatyard Office Administrator is responsible for the administration of the boatyard office and tracking and billing of all boatyard business activities. Administrative duties include: customer service to internal and external customers, general office duties, special projects, implementation and compliance of Port policies and rules & regulations, as well as State Environmental laws and Safety regulations, scheduling, basic bookkeeping, maintaining office and Boatyard supplies, purchasing inventory, mail distribution, monthly operational reports, occupancy reports, monitoring budget compliance, and record-keeping for all regulatory agencies. Coordinates with the lead operator with maximizing the haul-out schedule activity and strategically organizes the Storage Yard for optimal capacity. Actively works with and coordinates marine trade activity and accommodates various requests to promote local economic development. Advises the Senior Harbor Manager and updates forms and business practices to reduce potential liabilities and maintain legal compliance with State regulations and laws. Performs Record keeping for ecology inspections, DNR derelict vessels, ORCCA reporting, L&I documents, and auditable transactions.
The essential duties and responsibilities of this position include, but are not limited to the following: Responsible for the coordination of the boatyard office.Coordinates, and schedules customer haul-outs, launches, crane services, and other marine service activities in the boatyard.Coordinates with the lead operator in maximizing the haul-out schedule activity and strategically organizing the Storage Yard for optimal capacity.Provides direct administrative support to the Senior Harbor Manager as needed.Represents the Port when communicating with customers, vendors, tenants, concessionaires, governmental/tribal agencies, and members of the general public.Provides information to boat owners regarding Port rules and regulations, Best Management Practices, service tariffs, haul out and storage services, and other related information.Attends and participates in various Port functions and meetings.Models exceptional customer service with internal and external customers, and leads boatyard and Port staff to follow suit.Acts as the primary administrator in the collection and daily processing of Boatworks revenues and monies, basic daily bookkeeping related to accounts receivable, including but not limited to daily bank deposits, cash handling, customer and vendor payments, and work order tracking, and maintaining internal controls.When needed, assists with Boatyard Technician daily with vessel haul-outs, docking, blocking, securing, storage, and pressure washing activities.Performs business record keeping, storage contract initiations, invoicing, file system maintenance, yearly archiving management, equipment/supply ordering, & business correspondence while maintaining appropriate internal controls.Receives and confers with the general public by telephone, in person, and email.Ensures that each customer is informed of, and maintains compliance with, all Washington Department of Ecology environmental regulations and best management practices, as well as Swantown rules and regulations.Administers vendor program by tracking all work, ensuring proper documentation, insurance licenses are current, bills all fee’s via payment letters, and ensures information in Boatworks office and website are accurate and up to date, as well as keeping both customers and vendors informed of any changes.Acts as Primary administrator for Long-Term Storage program, including space designation and logistics, communications and billing with customers, letter writing, and waitlist upkeep.Tracks and processes all impound practices in the boatyard, as per RCW. 53.08.320.Tracks and processes all derelict vessels and demolition boats, as directed per Department of Natural Resources contracts, including coordinating equipment delivery with Maintenance, and scrap sales.Coordinates with contractors and the public for Work Dock space, including vessels coming by water, and those launching from the yard.Gathers local information literature for customers, and keeps the office stocked.Processes all administrative duties, letter writing, pamphlet design, PowerPoint, copy, fax, scan, email, and mailings.Assures Boatyard Office resources are available and maintained. This includes equipment supplies and services for staff and the public.Updates, monitors, and stage changes needed for work dock audits and boatyard space availability.Performs daily cleaning activities to the boatyard, docks, offices, and other public areas as necessary.Assists Marina staff on an “as needed” basis.Performs other duties and responsibilities as assigned.
Minimum QualificationsAssociates Degree in Business Administration or related fieldVocational/college courses in business, office administration & computer technologyFour years business office experience (education may substitute up to 2 years’ experience)DESIRABLE EDUCATION AND TRAININGMarine Business ExperiencePrior Experience working for a government agencyBasic Boat operating/maintenance experienceRequired Knowledge/Skills/AbilitiesAbility to communicate courteously and professionally with customers and the general publicOral and written communication skillsIntermediate bookkeeping skillsAbility to utilize problem-solving skills in a dynamic work environmentIntermediate typing and computer skillsAbility to work variable hours, weekends and holidays as required by the demands of the jobAdvanced office and customer service skillsAbility to readily detect mistakes and trace errors and omissions in an efficient and timely mannerInitiative, analytical ability and imagination to resolve problems and to promote the Port’s good public imageAbility to work around extremely hazardous wasteAbility to operate or to learn the operation of port equipment to include the forklifts, workboat, pressure washer and other port equipmentAbility to manage multiple tasks with frequent interruptionComfortable working under and around large suspended loads weighing up to 82 tonsAbility to perform basic cleaning and maintenance to marine facilitiesAbility to use hand tools related to the positionValid Washington State driver’s licenseAbility to lift, push and pull 50 poundsCPR/ First Aid certificationHazardous Waste Operations and Emergency Response (HAZWOPER) certificationForklift certification
Working for the Port of OlympiaAs a staff member at the Port, the successful candidate will be expected to operate in a team environment focused on providing services and support to the department and other Port staff. They will recognize the importance of the interrelationship that the department plays in the overall success of the Port. They will be given the tools and support to succeed in this position and in turn, will be expected to provide the deliverables necessary to maintain current and future standards of operations at the facilities. The successful candidate will be appreciated and valued for their contributions and rewarded through a competitive performance-based salary system and excellent benefits package.Job offers are contingent on the verification of credentials and other information required by the employment process, including the completion of a pre-employment background check, drug screening, in compliance with the Port’s Drug and Alcohol-Free Workplace policy and the Drug-Free Workplace Act (1988) of unlawful drugs under the Federal, State, and local laws and regulations in the United States, and a completed COVID-19 vaccination record.

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