Yacht Operations Administrative Coordinator

MarineMax • Oldsmar, FL

3d

About The Position

OVERVIEW: The Yacht Operations Administrative Coordinator supports the operational and administrative functions of yacht charter and fleet operations with a focus on logistics coordination, purchasing, financial administration, documentation management, system maintenance, and operational reporting. This role ensures efficient internal processes, accurate records, and smooth operational support while maintaining organizational readiness and quality standards. KEY RESPONSIBILITIES: Coordinate purchasing and accounts payable processes including purchase order creation, invoice tracking, expense coding, vendor coordination, and documentation maintenance. Reconcile operational expenses such as travel, provisioning, transportation, fuel, and vendor services to ensure accurate accounting records and cost tracking. Maintain financial administrative tracking including expense reconciliation, credit tracking, internal reporting support, and documentation organization. Manage operational logistics including travel coordination, shipping arrangements, uniform and merchandise ordering, supply procurement, and operational support needs. Prepare operational reports including booking summaries, internal tracking reports, debrief data, and general administrative reporting to support operational oversight. Coordinate logistics for operational activities, fleet initiatives, and internal events while serving as liaison between departments and vendors. Maintain inventory tracking for operational supplies, uniforms, materials, and support equipment including procurement coordination and fulfillment logistics. Provide general administrative support to ensure efficient daily fleet and charter operational functions. Perform other duties as assigned. KEY RESULTS: Coordinated administrative and operational processes to support yacht charter and fleet operations. Managed purchasing, invoice processing, and expense reconciliation to maintain accurate financial records. Supported logistics including travel coordination, shipping, provisioning, and supply procurement. Maintained operational documentation, reports, and tracking systems to ensure organized records.

Responsibilities

• Coordinate purchasing and accounts payable processes including purchase order creation, invoice tracking, expense coding, vendor coordination, and documentation maintenance.
• Reconcile operational expenses such as travel, provisioning, transportation, fuel, and vendor services to ensure accurate accounting records and cost tracking.
• Maintain financial administrative tracking including expense reconciliation, credit tracking, internal reporting support, and documentation organization.
• Manage operational logistics including travel coordination, shipping arrangements, uniform and merchandise ordering, supply procurement, and operational support needs.
• Prepare operational reports including booking summaries, internal tracking reports, debrief data, and general administrative reporting to support operational oversight.
• Coordinate logistics for operational activities, fleet initiatives, and internal events while serving as liaison between departments and vendors.
• Maintain inventory tracking for operational supplies, uniforms, materials, and support equipment including procurement coordination and fulfillment logistics.
• Provide general administrative support to ensure efficient daily fleet and charter operational functions.
• Perform other duties as assigned.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: No Education Listed