Business Office Coordinator & Notary presso Boater's World Marine Centers

Description

The Business Office Coordinator & Notary ensures accurate deal processing, secure handling of funds, and compliant documentation across all sales and service transactions. This role supports administrative and accounting functions, maintains proper title and tag submissions, and serves as the on-site Notary Public. The ideal candidate is highly organized, detail-oriented, and comfortable working with confidential information in a fast-paced marine dealership environment.

Key Responsibilities

Deal Processing & Documentation

• Prepare, review, and submit complete deal packets, including consignments, repowers, boat/motor/trailer sales, and purchases or trade-ins.
• Ensure accuracy, compliance, and proper signatures on all paperwork.
• Notarize documents such as titles, bills of sale, and financing paperwork.
• Maintain accurate physical and digital records for all transactions.
• Work closely with the administration team to ensure correct and timely receipt of all title paperwork and supporting documentation.

Banking & Accounting Support

• Deliver deposits and funds to the bank as needed.
• Record and reconcile cash, check, and P-Card transactions.
• Support accounting initiatives through accurate financial tracking and documentation.

Financial Paperwork & Inventory Control

• Maintain and track tag, title, and funding documentation.
• Ensure timely and complete submission of all funding packets.
• Research and correct prior paperwork or accounting discrepancies.
• Assist with audit preparation and compliance documentation.
• Conduct monthly physical inventory counts of dealership assets (boats, motors, and trailers).
• Collaborate with the accounting/operations team to resolve discrepancies between physical and system inventory.

Administrative & Notary Duties

• Serve as the designated dealership Notary Public for internal and external transactions.
• Comply with Texas notary laws, documentation standards, and logbook requirements.
• Manage incoming and outgoing mail and shipments.
• Maintain dealership and office supply inventory; place necessary orders.
• Provide administrative support to dealership staff as required.

Requirements

• Active Texas Notary Public commission (or ability to obtain within 30 days of hire).
• Prior dealership office experience (marine, powersports, automotive) preferred.
• Strong organizational and multitasking skills.
• High attention to detail and a commitment to accuracy.
• Proficiency with Microsoft Office applications and Dealer Management Systems (DMS).
• Ability to safeguard confidential and financial information.