Administrative & Office Coordinator

Ocean Havens • Boston, MA

160d • $20 - $28 • 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 onsite, in-person role is 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- or hospitality-oriented mindset.
• Demonstrated ability to multitask, prioritize, and meet deadlines.
• Proficiency in Microsoft Office, including Word, Excel, and Outlook.
• Ability to work independently and as part of a team.

Nice To Haves

• Post-secondary education in business administration or a related field.
• Experience coordinating travel, events, or logistics.

Responsibilities

• Serve as receptionist and primary point of contact for incoming calls, emails, website inquiries, visitors, and vendors.
• Manage and respond to customer inquiries and facilitate 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.
• Coordinate conference room scheduling, organize meetings, and prepare meeting 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 and equipment, maintain vendor relationships, and coordinate with vendors and service providers.
• 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 onboarding, offboarding, 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.

Benefits

• Medical and dental insurance.
• 401(k) retirement plan with a 4% match and no vesting schedule.
• Long-term disability insurance.
• Term life and AD&D insurance up to $20,000.
• Voluntary additional life and AD&D insurance.
• Voluntary accident insurance.
• 10 paid holidays and one float day per calendar year.
• 40 hours of paid sick time per calendar year.
• Two weeks (80 hours) of paid vacation per year, increasing incrementally with tenure.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED