Administrative & Office Coordinator

Ocean Havens•Boston, MA

10h•Onsite

About The Position

Boston Marine Services (an Ocean Havens company) is seeking a highly organized Office Coordinator to provide administrative support for processes that drive daily operations and front-office excellence. This in-person role serves as the first point of contact for customers, visitors, and vendors while supporting administrative workflows, scheduling, and office operations. The position supports leadership and the service team through efficient communication, coordination, and follow-up with internal and external constituents.

Requirements

High school diploma or equivalent required
Minimum 2 years of experience in an administrative, office coordinator or similar role.
Strong organizational and time management skills.
Excellent communication and interpersonal skills.
Customer service/hospitality-oriented mindset.
Demonstrated ability to multitask, prioritize, and meet deadlines.
Proficiency in Microsoft Office (Word, Excel, Outlook).
Ability to work independently and as part of a team.

Nice To Haves

post-secondary education in business administration or related field preferred.
Experience coordinating travel, events, or logistics preferred.

Responsibilities

Serve as receptionist and primary point of contact for all incoming calls, emails, website inquiries, visitors, and vendors.
Manage and respond to customer inquiries.
Facilitate effective internal and external communication across teams.
Coordinate scheduling, routing, and communication between customers and the service team.
Maintain calendars, appointments, and schedules for managers as needed.
Manage and coordinate conference room scheduling, including organizing meetings and preparing spaces.
Distribute and track customer satisfaction surveys.
Report feedback and identify opportunities for service improvement.
Prepare basic reports, documents, and correspondence.
Maintain organized digital and physical records, including customer and service data.
Manage databases, spreadsheets, and CRM systems as applicable.
Order and manage office supplies, equipment, and vendor relationships.
Coordinate with vendors and service providers as needed.
Maintain a clean, safe, and well-functioning office environment.
Assist in planning and coordinating employee training sessions, including logistics, researching training opportunities and travel coordination.
Coordinate travel arrangements, including flights, hotels, and transportation.
Plan and support logistics for industry events and boat shows.
Prepare detailed itineraries and ensure alignment with business schedules.
Assist with on-boarding and off-boarding and other HR administrative tasks.
Provide general administrative support to leadership and team members.
Support social media efforts by capturing content and sharing ideas and materials with the Marketing Team.