Midcoast Office Administrator

OVERVIEW: The Midcoast Office Administrator is responsible for ensuring the smooth operation of daily office activities and supporting the overall efficiency of the Midcoast team. This role involves a combination of administrative, organizational, and communication tasks to support staff, leadership, and clients. The ideal candidate is detail-oriented, proactive, and comfortable managing multiple priorities in a fast-paced environment.

KEY RESPONSIBILITIES:

• Perform general office duties: maintain files and records, manage correspondence, coordinate meetings, take minutes, and arrange travel.
• Maintain team calendars, schedule appointments, and coordinate conferences and meetings.
• Address and resolve customer concerns promptly, maintaining a professional and knowledgeable image in all interactions.
• Represent the company professionally in all internal and external communications.
• Support new vendor setup and coordinate new hire onboarding activities.
• Organize and process payroll documents for temporary/agency staff.
• Process Workers' Compensation documentation as needed.
• Maintain training records and track completion in the internal database.
• Prepare requisitions, purchase orders, reports, and other routine documents.
• Submit, review, and file Accounts Payable and Receivable documents.
• Assist in the bid process, including bid package preparation and submission.
• Maintain inventory records for company-owned assets.
• Communicate with federal and tag offices regarding title and registration issues.
• Coordinate employee housing for off-site projects and support company events.
• Prepare and assemble month-end reporting binders and assist with Excel-based financial reports.
• Perform additional duties as assigned.

KEY RESULT AREAS:

• Tasks and responsibilities are completed accurately, in compliance with company standards.
• MarineMax and its subsidiaries uses E-Verify, an Internet-based system, to confirm the eligibility of all newly hired employees to work in the United States. Learn more about E-Verify, including your rights and responsibilities.