JOB TITLE RECEPTION/ADMINISTRATIVE ASSISTANT
PURPOSE: To be responsible for the day to day running of Reception and Boat, Trailer, and other Yard Bookings
RESPONSIBLE TО: Office Administrator
RESPONSIBILITIES:
1. To greet customers, answer the phone, manage the answer machine and respond to emails promptly
2. To make sure that all Works Orders are raised via the database, signed and returned prior to boat coming ashore – see Booking Procedure Sheet
3. To be responsible for Storage Ashore and Berthing Contracts and ensuring they are signed and filed
4. To be responsible for bookings in the diary, calling to confirm lift or relaunch and then checking that account is clear before relaunch – see Reception Task sheets
5. To be responsible for Contractor Sheet in Reception and for charging for contractor access, barrier cards etc and recording these transactions
6. To take payments from clients and others in Reception for barrier cards, invoices and other payments and to keep a record of all such transactions on the daily banking sheets
7. To be responsible for the Contractor List, the Tenant List and the Bertholders List and keep all names and emails up-to-date in the Group Distribution lists
8. To be responsible for taking boat lifting/relaunching bookings and storage requirements and to keep all storage and Marina boards up-to-date
9. To be involved in the invoicing procedure via Database and Xero
10. To manage lifting diaries
11. To issue Yard report to Yard team ensuring it matches the Lifting Diary
12. To ensure trailers are tagged with customer DBL number
13. To be responsible for electricity cards and payment
14. To order, maintain and sell gas
15. To issue hotworks permits
16. To continually update and maintain the company database & Xero accounting software
17. To be responsible for keeping a list of all boats ashore and keeping this up-to-date
18. To be responsible for the filing of Works Orders, Contracts for storage and berthing, Bills of Sale and Individual Client Files
19. To be responsible for the Boat Key Log
20. To be responsible for opening and shutting gates at the start and end of the working day if Yard Operatives off site
21. To manage the stationery cupboard ensuring that staff have access to what they need
22. To be responsible to the Office Administrator on an ad hoc basis for debt collection
23. To carry out other duties on an ad hoc basis as guided by the Directors, other Office staff or Yard Manager
24. To use initiative to suggest improved methods of working, systems etc
25. To market the organisation whenever possible
26. To receive and sort post
Knowledge and Experience
Essential
· Previous experience in a reception, customer service, or administrative role.
· Knowledge of boats, boating terminology, and the marine industry.
· Excellent communication and interpersonal skills.
· Strong organisational and multitasking abilities.
· Proficiency in Microsoft Office applications, including Outlook, Word, and Excel.
· Ability to work independently and as part of a team.
Desirable
· Experience working in a boatyard, marina, yacht club, or marine business.
· Familiarity with vessel maintenance and repair processes.
· Experience using marina management or customer management software.
· Knowledge of local boating regulations and safety requirements.
Skills
· Professional telephone manner.
· Strong customer service focus.
· Attention to detail and accuracy.
· Ability to prioritise workload in a busy environment.
· Problem-solving skills.
· Confident written and verbal communication skills with both customers and technical staff.
Personal Attributes
· Friendly and approachable.
· Reliable and punctual.
· Flexible and willing to assist across different areas of the business.
· Interest in boating and the marine environment.
· Calm and professional under pressure.
Working Hours
· Monday–Friday, 8:00am–5:00pm with one hour for lunch
· Occasional weekend work may be required.
Benefits
Benefits include holiday entitlement and then pension, healthcare, staff discounts, life cover and SSP after completion of probationary period.
Job Type: Full-time
Pay: £28,000.00-£31,000.00 per year
Benefits:
- Company pension
- Employee discount
- Health & wellbeing programme
- Life insurance
- On-site parking
Language:
Work Location: In person
