Marina Operations Coordinator

POSITION TITLE: Marina Operations Coordinator

DEPARTMENT or DIVISION: Marina Maintenance

APPOINTMENT INFORMATION: Full-time

Union: ILWU Local 32B

Supervisor:Supervisor: Marina Operations Director

JOB SUMMARY

The Marina Operations Coordinator plays a critical role in supporting the operational efficiency of the Marina Maintenance department. This position oversees the administration and optimization of the work order system, ensuring that service requests are properly prioritized and coordinated, maintenance activities are accurately tracked, and operational tasks are resolved in a timely manner. This role provides direct administrative support to Marina leadership, assisting with scheduling, documentation, and other organizational tasks that contribute to effective departmental oversight. 

ESSENTIAL FUNCTIONS

• Responsible for administering the Port’s work order system for the Marina Operations team
• Ensure accuracy of work orders throughout all Port systems including cost centers, labor hours and inventory though regular audits and quality control checks
• Analyze work order data to identify trends, inefficiencies, and opportunities for process improvement
• Monitor equipment certifications
• Compile documentation on completed/closed work order  
• Coordinate with Seaport Operations Specialist regarding Port-wide Maintenance projects
• Collaborate with Chiefs, Directors, Managers, Foreman and Leads to prioritize and schedule work based on urgency and resources available
• Compile and send work order metric reports to appropriate Port Staff that include but are not limited to completion rates, response times, and backlog status
• Serve as the primary point of contact in Marina Operations for system related issues, troubleshooting problems, and coordinates with IT or vendors as needed
• Help to develop and maintain documentation, training materials and standard operating procedures related to work order software 
• Train staff on proper use of the work order system and provides ongoing support to ensure compliance and efficiency
• Support the Director with administrative tasks related to Marina contracts
• Collaborate and assist with department purchasing in coordination with the Procurement and Contracts department
• Assists in reconciling Marina Maintenance purchase receipts 
• Enter and verify pay applications and invoices in Stampli according to established procedures
• Maintain comprehensive ledgers for all on-call service contracts, ensuring accuracy and alignment with contract requirements 
• Organize and schedules appointments and meetings for Marina Operations Leadership
• Produces and distributes Marina Operations correspondence, memos, and forms
• Responsible for running and maintaining scheduled reports for the Marina Operations Department
• Assists in monitoring department and project budgets
• Handles incoming calls and correspondence independently
• Create and maintain department files including but not limited to, work documentation, project files, archives,  training records for the Marina Maintenance Department, and expense reporting
• Adhere to all company policies, procedures, employee handbook guidelines, and the provisions outlined in the respective Collective Bargaining Agreement (CBA), ensuring consistency, fairness, and compliance in daily operations
• Foster a respectful and collaborative workplace culture that encourages teamwork and professional growth
• Support continuous improvement by embracing and adopting new initiatives and technology, encouraging staff to adapt to updated practices, and helping integrate process changes that enhance safety, compliance, and overall efficiency
• Perform other duties and participate in special projects as assigned to support the overall success of Port operations

QUALIFICATIONS

Knowledge, Skills, & Abilities (KSA’s) Required of all Exempt Employees:

The possession of the following KSA’s by all Port employees assures that the Port is maintaining a knowledgeable, capable, professional staff that is committed to the Port’s mission. As such, all Port employees are expected to:

• Demonstrate expertise specific to their profession and maintain appropriate licensing/certification
• Possess intermediate level personal computer skills and the ability to effectively utilize electronic communication systems 
• Display the diplomacy necessary to address sensitive issues or complaints—both public and private
• Possess effective conflict resolution and personal negotiation skills
• Exhibit high ethical standards in the execution of position responsibilities
• Cultivate and contribute to a dynamic, team-oriented work environment by being responsive, timely, respectful, and knowledgeable
• Communicate effectively in English, including the ability to read, write, analyze, and interpret complex documents and other written material
• Have the ability to obtain a Transportation Worker Identification Credential (TWIC)
• Possess a valid driver’s license, and maintain insurability under the Port’s auto insurance plan
• Respond to evening, night and or weekend concerns/needs as required to fulfill position responsibilities

Preferred Work Experience:

• Three (3) years experience in administrative support within operations, facilities, or maintenance departments
• Familiarity with vendor management and procurement processes related to operational tasks
• Experience with recreational boats and boating terms
• Experience in scheduling, dispatching, and tracking maintenance or service tasks
• Intermediate to advanced skills in Microsoft Excel, Google Sheets, or other data management tools

Preferred Knowledge, Skills & Abilities: 

• Associate’s degree in business administration, or equivalent education 
• Extensive knowledge of office administration, clerical procedures and record keeping systems
• Ability to analyze work order data to identify trends, inefficiencies, and opportunities for process improvement
• Ability to generate and interpret reports and dashboards related to work order performance metrics
• Knowledge of preventive maintenance scheduling and asset lifecycle management

Physical Requirements and Working Conditions

• Able to sit or stand for extended periods while performing administrative tasks
• Able to occasionally move between departments around the facility 
• Able to operate office equipment such as computers, printers, and telephones
• Able to ascent and descend stairs safely and efficiently
• Able to tolerate a work environment that is moderate to noisy
• Able to lift 25lbs occasionally 
• Able to occasionally bend or reach 

Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions.