BOAT DONATION PROGRAM ADMINISTRATIVE COORDINATOR (Part-Time)

CHESAPEAKE BAY MARITIME MUSEUM INC•St. Michaels, MD

11d•$20 - $25•Onsite

About The Position

The Chesapeake Bay Maritime Museum (CBMM) is a mission-driven nonprofit dedicated to preserving and sharing the history, culture, and environment of the Chesapeake Bay. Our Boat Donation Program (BDP) is a fast-paced, revenue-generating program that accepts and sells donated vessels to support this mission. We are seeking a part-time Administrative Coordinator to provide office administration, records management, scheduling, and transaction support for the program. This position plays a critical role in the day-to-day operations of the Boat Donation Program. You will manage administrative processes including documentation, data entry, scheduling, and coordination across donors, buyers, staff, volunteers, and vendors. This role involves high-volume transaction processing, detailed recordkeeping, and constant coordination, requiring strong organizational skills, attention to detail, and the ability to manage shifting priorities throughout the day. This is a great fit for someone who: Enjoys staying organized and keeping multiple processes moving Takes pride in accuracy and attention to detail Communicates clearly and follows through on commitments Thrives in a fast-paced, hands-on environment On any given day, you may enter a new vessel into the database, coordinate a donor pickup, prepare title and sale documents, respond to buyer inquiries, and update inventory records, all while keeping multiple transactions moving forward at once.

Requirements

2+ years of experience in administrative support, office coordination, or operations preferred
Experience in a fast-paced, detail-oriented environment strongly preferred
Strong organizational skills with the ability to manage multiple priorities
Exceptional attention to detail and accuracy
Excellent written and verbal communication skills
Strong follow-through and ability to work independently
Experience working with customers, clients, or external stakeholders preferred
Comfortable learning and working across multiple systems (Excel, CRM and inventory and sales processing platforms)

Responsibilities

Process donation and sales paperwork, including titles, bills of sale, and registration documents
Enter and maintain accurate records in internal systems (database/CRM and inventory systems)
Ensure all files are complete, compliant, and well organized
Maintain both physical and digital records for all vessels
Assist with coordination of donor meetings, boat showings, pickups, and inspections
Serve as a key administrative point of contact for donors, buyers, and team members
Track vessel inventory and assist with sales activity reporting
Support overall program tracking and organization
Create purchase orders and coordinate with vendors and service providers
Track purchasing documentation and maintaining accurate records
Assist with coordinating volunteers who support the program
Support boat showings, events, and the annual boat auction
Help with event logistics and administrative preparation
Maintain organized systems and standardized processes
Provide reporting and administrative support across the program
Identify opportunities to improve workflows and documentation processes
Perform additional duties as assigned