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Last Updated: Feb. 8, 2024

Temporary Marina Office Coordinator (Expired)

Port of Olympia

Category: Hospitality and Tourism

Type: Job Shadowing

Location: In-Person in Olympia

Application Deadline: Mar. 1, 2024

Starts: Mar. 1, 2024

Available Positions: 1

Salary Range: $22.00 - $22.00

$ Paid
 Full Time
 Part Time

Description

Apply HERE

The Port of Olympia is currently seeking a qualified,  driven,  and results-oriented professional to be part of a talented team at the Port of Olympia. 

This is a 5-6 month project position for the Port of Olympia’s Swantown Marina Office.

About the Port

The Port of Olympia is a small governmental agency responsible for delivering a wide range of services to our community.  As a business-focused municipality,  the Port operates its business enterprises seeking the best financial,  social,  and recreational return to our community.  The Port strives to provide the very best customer service and amenities to the residents of Thurston County and visitors to the area.

Olympia has been a key Puget Sound link to the West Coast and the world ever since the mid-1800’s when vessels transported timber pilings to San Francisco.   Since the Port of Olympia’s establishment as Thurston County’s public port in 1922,  it has evolved into a dynamic and diversified operation,  providing economic and recreational opportunities at the Marine Terminal,  New Market Industrial Campus,  Swantown Marina,  Market District,  and the Olympia Regional Airport.

Swantown Marina

Since 1987,  the Port-owned and operated Swantown Marina has grown to the seventh largest marina in Washington State and is the center of recreational boating activities in the South Sound.  With over 650 permanent slips and 70 guest slips,  Swantown is home to a diverse boating community,  including an environmentally friendly haul-out,  maintenance,  and storage yard aptly named “Boatworks.”  The newest addition is the marina’s fueling and pump-out station,  built in 2017,  and is a state of art 100 foot-long fueling dock able to accommodate multiple vessels at the same time.

About the Position

This position provides customer service to internal and external customers of the Port Swantown Marina through administrative duties,  basic accounting,  general office tasks,  mail distribution,  and maintains supplies and purchasing inventories as directed.  Supervised by the Marina Manager,  the position is responsible for the day-to-day operations including guest customer service,  site audits,  coordination of boating activity,  and administrative support to the Senior Harbor Manager.

The work requires basic office equipment knowledge,  courteous and professional communication,  the ability to detect errors and omissions in a timely manner,  basic accounting,  practical problem solving,  multi-tasking with frequent interruptions,  hand-tool knowledge,  and availability to work variable hours,  weekends,  and holidays.

Working for the Port of Olympia

As a staff member at the Port,  the successful candidate will be expected to operate in a team environment focused on providing services and support to the department and other Port staff.  They will recognize the importance of the interrelationship that the department plays in the overall success of the Port.  They will be given the tools and support to succeed in this position and in turn,  will be expected to provide the deliverables necessary to maintain current and future standards of operations at the facilities.  The successful candidate will be appreciated and valued for their contributions and rewarded through a competitive performance-based salary system and excellent benefits package.

Job offers are contingent on the verification of credentials and other information required by the employment process,  including the completion of a pre-employment background check,  drug screening,  in compliance with the Port’s Drug and Alcohol-Free Workplace policy and the Drug-Free Workplace Act (1988)  of unlawful drugs under the Federal,  State,  and local laws and regulations in the United States.

Responsibilities

  • Assists in the coordination of the moorage and/or storage program(s)  i.e.  placement of vessels,  generates initial moorage/storage contract,  calculates and collects fees.
  • Performs basic bookkeeping and accounting tasks as related to accounts receivable,  this includes daily bank deposits and maintaining internal controls.
  • Monitors VHF,  marine,  and Coast Guard radios and dispatches information and requests to staff and/or Harbor Patrol.
  • Provides dispatch and radio support as well as secretarial assistance for Port of Olympia Harbor Patrol.
  • Assures the collection and count,  receipt,  and process of guest moorage,  parking,  and launch payments.  Also responsible for processing shower and laundry quarters and collection of customer and vendor payments.
  • Receives and confers with the general public by telephone,  e-mail,  and in person.
  • Responsible for secretarial level communication activities and initiates administrative support functions to facilitate current work of the department.
  • Sort and routes incoming office mail,  internal and external,  and provide timely distribution of all incoming communication.
  • Assists in the coordination and orchestration of the guest and group reservations program as well as events and equipment rental. 
  • Maintains communication with operation and maintenance personnel to perform dispatch function as necessary to resolve issues and provide customer service.
  • Monitors and updates guest dock and parking lot audits and slip waitlists.
  • Administers the current liveaboard program including communications and billing with Pelican Pumps,  mailbox and mini storage unit rentals,  and the liveaboard waitlist.
  • Maintains marina files including yearly archive management.
  • Assists with the compliance of all Swantown Marina;  best management practices,  terms and conditions,  and rules and regulations.
  • Assures the harbor office resources are available and maintained.  This includes equipment,  supplies,  and services.
  • Assures that guest moorage,  and parking audits are accurately completed.
  • Performs and oversees the daily inspection of all docks,  buildings,  tenant and guest vessels,  parking lots and other common areas.
  • Assists in the coordination of guest boater activities,  docking,  securing of vessels,  collection of fees and tariffs payable to the Port,  set up special events,  and Swantown security as needed.
  • Performs vessel inspections,  stray current tests and vessel seaworthiness to ensure the safety and security of vessels moored in the marina.
  • Performs fuel dock operations as needed.
  • Assists in marina event planning.
  • Performs daily cleaning activities to office and other public areas as necessary.

Qualifications

Minimum Qualifications:
High school diploma or GED

Two years of business office experience

Required Knowledge /  Skills /  Abilities

Basic office equipment knowledge to include;  10-key,  multiple line phone,  fax machine,  computer,  copy machine,  printer,  and credit card terminal.

Basic accounting skills

Customer service skills - Communicate effectively with associates,  visitors,  customers,  government representatives,  and vendors.

Ability to work variable hours,  weekends,  and holidays as required by the demands of the job.

Ability to juggle multiple tasks and deal with interruptions.

Proper use of tools and equipment and other safety or work-related issues -  Read and understand instructions for operating electronic equipment and tools and handling hazardous chemicals.

Read and understand company handbooks,  policies and procedures,  and other written job-related documents including postings on company bulletin boards.

Compose and write information notices,  business correspondence and reports,  and fill out forms accurately.

Provide instructions to others related to work responsibilities.