The Closing Administrator plays a key role in supporting our sales operations and ensuring a seamless and professional closing process for boat sales. This role interfaces regularly with internal departments, manufacturers, brokers, and customers. The ideal candidate is highly organized, tech-savvy, and thrives in a dynamic, fast-paced environment.
Essential Duties and Responsibilities
Sales Support & Closing Coordination:
- Assist yacht brokers in preparing, reviewing, and processing contracts and closing documentation for designated office regions.
- Ensure accuracy and legibility of all executed paperwork and maintain timely updates in the closing software prior to fund transfers.
- Maintain daily reports tracking brokerage closings, lead details, and related data—ensuring alignment with Marketing and Accounting functions.
- Compile and maintain expense sheets associated with boat sales and events.
CRM Management:
- Update and maintain client records in the CRM system with correct contact and vessel information after closing.
Office & Regional Operations:
- Maintain and distribute up-to-date manufacturer and company literature across all offices in the region.
- Monitor the condition and availability of marketing materials, such as tents, flags, and brochures.
- Manage general office tasks including mail, supply inventory, and phone systems.
- Ensure branding, listing sheets, and promotional materials are professionally displayed both inside and outside the office.
- Coordinate slip/boat show space usage with accounting and ensure proper billing and reporting.
- Assist with the planning and execution of regional events and boat shows.
Safety and Environmental Responsibilities
- Follow SHM Safety and Environmental rules and complete required related training
- Wear proper personal protective equipment as required for the task or work area
- Report all accidents, injuries, spills and near misses immediately
Technical and Physical Requirements
- College Degree or equivalent administrative/managerial experience.
- Strong organizational skills and ability to handle multiple tasks simultaneously.
- Exceptional attention to detail and accuracy.
- Proficient in Microsoft Word, Excel, and PowerPoint.
- Comfortable with CRM and database systems; quick to learn new technologies.
- Excellent interpersonal and communication skills.
- Self-motivated, independent, and a proactive problem-solver.
- Positive attitude and strong work ethic.
- Ability to travel occasionally and exercise independent judgment in the field.
Minimum Soft Skill 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 with fellow teammates and members
- Continuously 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
- Gladly provides responsive, and high level of service to our teammates and members
- Eagerly puts forth the extra effort to accomplish duties
- Adapts quickly and efficiently to changing priorities in order to meet teammate or member needs
The Company
Safe Harbor Marinas, LLC (SHM) is the largest owner and operator of marinas in the world. As a fast-growing company, SHM cultivates a team dynamic of passionate individuals led by the sharpest minds in the industry in order to serve the vibrant boating community that encompasses the SHM network. SHM teammates are committed to thinking critically, providing outstanding service and building relationships with all that we serve. SHM offers professional education and training opportunities and the chance to work with – and learn from – highly experienced professionals in the marine industry. In addition, SHM offers eligible employees healthcare benefits, 401(k) plans, paid time off, and relocation opportunities.
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/.