Office Coordinator - Boat Donations Program

CHESAPEAKE BAY MARITIME MUSEUM INC•St. Michaels, MD

31d•$55,000 - $65,000•Onsite

About The Position

The Boat Donation Program Office Coordinator provides comprehensive administrative and operational support for CBMM's Boat Donation Program (BDP). Serving as the administrative hub of a complex, high-volume program, this position coordinates vessel donations, sales and auction administration, donor stewardship, title transfers, compliance documentation, volunteer coordination, financial recordkeeping, and database management. The Office Coordinator plays a critical role in ensuring the efficient administration of the Boat Donation Program from initial donor inquiry through final disposition of donated vessels. This position requires excellent organizational skills, attention to detail, strong customer service abilities, discretion, and the ability to manage multiple priorities while maintaining accurate records and meeting critical deadlines.

Requirements

Associate degree or an equivalent combination of education and relevant experience.
Three or more years of experience in administrative support, office coordination, operations support, or a related field.
Demonstrated ability to manage complex documentation with a high degree of accuracy and attention to detail.
Advanced proficiency with Microsoft 365 applications, including Outlook, Word, Excel, PowerPoint, Teams, and SharePoint.
Experience using CRM, database, financial, or records-management systems.
Demonstrated ability to coordinate multiple priorities and meet deadlines in a fast-paced environment.
Strong written, verbal, interpersonal, and customer service skills.
Ability to exercise discretion when handling confidential donor, buyer, financial, and organizational information.

Nice To Haves

Experience working in a nonprofit, museum, maritime, auction, or donor-focused environment.
Experience with title processing, registration documentation, or regulatory compliance activities.
Experience coordinating volunteers, events, auctions, or other high-volume administrative activities.

Responsibilities

Serve as a primary administrative contact for boat donors, prospective buyers, auction participants, and program stakeholders.
Coordinate donor intake paperwork and maintain complete records throughout the donation process.
Prepare and manage donor correspondence, tax documentation, acknowledgements, and supporting materials.
Support buyer communications and documentation associated with vessel sales and auctions.
Ensure all transaction files are complete, accurate, and maintained in accordance with program standards.
Manage vessel title, registration, transfer, tax, and compliance documentation.
Prepare, process, and file title and registration documents with the State of Maryland and other jurisdictions as required.
Follow applicable laws, regulations, and CBMM policies governing vessel transfers and sales.
Maintain organized physical and electronic records for all vessel transactions and supporting documentation.
Coordinate documentation requirements associated with donated vessels from intake through final disposition.
Elevate unusual title, registration, tax, or compliance matters to the Chief Operating Officer or appropriate advisor.
Serve as the lead administrative coordinator for CBMM's annual Boat Donation Program Auction.
Coordinate preparation and verification of vessel documentation, title packets, registrations, sale documents, and transactional records.
Prepare and distribute auction materials, bidder packets, signage, and operational documentation.
Establish and manage the auction title office during the event.
Recruit, train, schedule, and coordinate volunteers supporting title processing and transaction functions.
Facilitate accurate processing of vessel sales, title transfers, registrations, and buyer documentation.
Coordinate post-auction paperwork, reporting, title transfers, communications, and record retention activities.
Support auction reporting, administrative reconciliation, and documentation follow-up after the event.
Maintain accurate records in the Boat Donation Program’s database, and other organizational databases.
Enter and manage donor, vessel, buyer, volunteer, and transaction information.
Support database integrity, reporting, and ongoing record management.
Generate reports and provide administrative support for program analysis and performance tracking.
Ensure timely and accurate entry of information into CBMM’s systems.
Support departmental purchasing and receiving activities.
Create and process purchase orders, requisitions, invoices, and vendor documentation.
Coordinate administrative interactions with vendors, service providers, contractors, and business partners.
Assist with contract administration and departmental recordkeeping.
Manage departmental schedules, calendars, and administrative logistics as assigned.
Assist in coordinating and scheduling Boat Donation Program volunteers.
Maintain volunteer records within Better Impact and other volunteer management systems.
Support volunteer communications, onboarding, training coordination, and scheduling.
Serve as a resource for volunteers supporting Boat Donation Program activities and events.
Assist in the creation and distribution of printed and electronic communications related to Boat Donation Program activities.
Support preparation of auction materials, donor communications, promotional collateral, and event-related correspondence.
Coordinate administrative aspects of program mailings, communications, and outreach efforts.
Support the presentation of donated vessels across digital sales platforms by coordinating photographs, vessel specifications, descriptions, and listing content.
Provide reporting, documentation, and administrative analysis support across all Boat Donation Program functions.
Assist with financial tracking, reporting, reconciliations, and supporting documentation as assigned.
Prepare records and supporting materials for audits, reporting requirements, and internal reviews.
Maintain accurate and organized records that support program performance measurement and financial accountability.
Perform other duties as necessary to support CBMM and Boat Donation Program operations or as assigned by the Chief Operating Officer.