Boater’s World Marine Centers in Islamorada, FL is seeking a reliable and detail-oriented Administrative Coordinator to support daily dealership operations at our BWI location.
This role supports multiple areas of the dealership including sales paperwork coordination, inventory listing management, CRM updates, and general administrative support. The Administrative Coordinator works closely with the Sales Team, General Manager, and operations staff to ensure deals, inventory, and documentation remain organized and accurate.
The ideal candidate is organized, comfortable working in dealership systems, and able to manage multiple tasks in a fast-paced dealership environment.
This is a structured, process-driven position that plays an important role in keeping dealership operations organized and moving efficiently.
Key Responsibilities
Sales Paperwork & Deal Coordination
- Prepare, organize, and review deal folders to ensure required documents are complete
- Follow up with departments to obtain missing paperwork when necessary
- Confirm down payments and basic payoff information when needed
- Scan and upload completed deals into the shared drive and internal systems
- Assist with tracking deal progress and keeping documentation organized
- Coordinate sending completed deal folders to the Lake Placid Administrative Team
Inventory Listings & Unit Tracking
- Create, update, and maintain website listings for boats, motors, repowers, and packaged units
- Ensure specifications, pricing, photos, and descriptions flow correctly from Lightspeed (Dealer Management System) to the dealership website
- Enter consignment and trade units into Lightspeed and maintain accurate records
- Inspect incoming units for transit damage and verify VIN/HIN numbers upon arrival
- Report discrepancies or damage to management promptly
- Utilize barcode labeling systems to tag major units and assist with inventory tracking
Photography & Marketing Support
- Capture clear photographs of boats and major units for online listings
- Assist with maintaining accurate product listings and advertisements
- Support dealership promotions, events, and boat show preparation when needed
Inventory & Operational Support
- Assist with monthly inventory scans and internal inventory checks
- Support management with inventory tracking and reporting when needed
- Help maintain accurate records for rebate programs and unit tracking
- Communicate any data discrepancies or inventory issues to management
General Administrative Support
- Provide day-to-day administrative support to the General Manager and dealership leadership
- Maintain organized filing systems (digital and physical)
- Assist with scheduling, document tracking, and internal coordination
- Help track lien payoffs and basic lender information
- Keep records organized to ensure deals and paperwork are processed efficiently
Requirements
- Previous administrative or dealership experience preferred
- Comfortable working in dealership software systems (Lightspeed experience a plus)
- Strong attention to detail and organizational skills
- Ability to manage multiple tasks in a fast-paced environment
- Professional communication skills
- Reliable and dependable work ethic
- Saturday availability required
Job Type: Full-time
Pay: $18.00 - $25.00 per hour
Expected hours: 40 per week
Benefits:
- 401(k)
- 401(k) matching
- Dental insurance
- Flexible schedule
- Health insurance
- Life insurance
- Paid time off
- Vision insurance
Work Location: In person
