Administrative Office Manager Jobs in Puerto Rico

The Operation and Administrative Manager is responsible for overseeing the daily operations, administrative and customer service function of the marina. This role ensures efficient operations, high service standards for yacht owners, captains and crew, regulatory compliance, and effective coordination between field operations and office administration. The Operation & Administrative Manager cultivates a team environment that delivers exceptional customer service to members while leading the management team and ensures that all staff consistently perform at a high level.

This position serves as a key leadership role supporting the General Manager and supervising the Dock Master and support teams.

Essential Duties and Responsibilities

• Oversee daily marina and dock operation

• Coordinate with dock master the berth assignments and vessel movements

• Ensure smooth arrival and departure procedure of vessels

• Supervise operation readiness of dock, facilities, utilities, and marina services

• Coordinate or supervise fueling and marina services

• Ensure marina operational standards are followed or create SOP as needed

• Manage member and guest relations effectively and handle escalated issues while working to meet goals

• Support emergency response and operational incident management

• Sustain and optimize profitability, performance and guest satisfaction

• Establish and budget, proactively manage variances and work to create new profit center

• Coordinate billing, invoice and customer account management

• Assist with budgeting and expenses tracking

• Maintain positive relationships with tenants, contractors, and local authorities

• Maintain operational and administrative records

• Support HR function, including scheduling, payroll coordination, onboarding personnel documentation

• Ensure permits, licenses, and insurance documentation remain current

• Prepare operational and management reports

• Coordinate staff training and performance monitoring

• Maintain professional relationships with yacht agents, tenants and government agencies

• Comply with all safety procedures OSHA, EPA, DEEP and Department of Labor rules and regulations

• Manage and develop marketing and customer relation responsibilities such as crew events, ensuring the arrangement of participant accommodation, transportation, facility usage, catering services, signage, displays, printing needs, security, and any special requirements

• Obtain permits from respective departments as needed

• Develop and maintain the company's corporate image and identity, which includes the use of logos and signage

• Maintain accurate and timely updates within the CRM/NEXT system, ensuring data integrity and alignment with operational and customer service requirements

• Conduct detailed DA (Daily Activity) audits to verify accuracy, compliance, and proper documentation of operational activities

• Maintain high standards of customer service for yacht owners, captains, crew, and gest

• Oversee ordering and purchasing activities, ensuring timely procurement of supplies, materials, and services necessary for efficient operational functioning

• Other duties as assigned

Safety and Environmental Responsibilities

• Follow SHM Safety and Environmental rules and complete required related training
• Wear proper personal protective equipment (may include safety glasses, gloves, life jackets and/or hard hats) as required for the task or work area
• Report all accidents, injuries, spills and near misses immediately

Technical and Physical Requirements

• High school diploma or equivalent preferred
• 2-5 years' marina experience preferred
• Ability to work safely around the water
• Must be able to swim
• Ability to lift 25 pounds
• Basic boat handling skills preferred
• Knowledge of dock construction and repair preferred
• Knowledge of basic power tools preferred
• Fully bilingual (Spanish and English)
• Any skills considered standard that a Marina Manager should possess

Minimum Soft Skills Qualifications

• Eagerness to engage in a growing, fast paced, and industry-leading company
• Consistently treats others with dignity and respect
• Genuinely serves others with humility and a positive attitude
• Frequently demonstrates a bias toward action
• Always communicates effectively and courteously to establish strong networks internally and externally to ensure that decisions are thoughtful of all stakeholders
• Follows policies and procedures while seeking out new and better ways of accomplishing duties
• Shows resolve and overcomes difficulties in a positive and productive manner
• Provides responsive service to our teammates and members
• Continuously puts forth the extra effort to accomplish duties
• Develop sound conclusions and makes decisions based on analysis of data and understanding of the business
• Works to build high performing teams while taking an interest in teammates' professional development
• Organize, plan and manage teammates and processes efficiently
• Unfailing commitment to continuous learning and growth
• Acts with integrity and is open to feedback from all teammates
• Willingly coaches teammates through change and leads all situations with positivity

The Company

Safe Harbor Marinas provides equal employment opportunities (EEO) to all employees and applications for employment without regard to race, color, religion, sex, national origin, age, disability or genetics. In addition to federal law requirements, Safe Harbor complies with applicable state and local laws governing nondiscrimination in employment in every location in which the company has facilities. The policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.Additional disclosures available at https://shmarinas.com/hr-disclosures/.