Subcontractor Operations Coordinator

 

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 whom we serve. SHM offers professional education and training opportunities and the chance to work with – and learn from – highly experienced marina professionals. In addition, SHM offers eligible employees benefits such as:

• Full Benefits Package Including 401(k) Plan
• Orthodontic Coverage
• Paid Time Off
• Paid Holidays
• Paid Parental Leave
• Fertility Assistance
• Relocation Opportunities
• Paid Uniforms
• Boating Discounts

 

 

The Subcontractor Operations Coordinator combines administrative, compliance, and contractor management responsibilities to support operational efficiency, safety compliance, and successful project execution.

 

The Subcontractor Administrator / Contractor Coordinator is responsible for the administration and coordination of subcontractor and vendor onboarding activities, compliance management, invoice processing, and contractor support functions. This role serves as the primary liaison between subcontractors, vendors, project teams, finance, and operations to ensure contractors are properly onboarded, compliant with company requirements, and accurately processed within company systems. 

 

 Vendor Registration & Contractor Onboarding

• Manage the end-to-end onboarding process for new subcontractors and vendors.
• Serve as the primary point of contact for vendor registration and onboarding inquiries.
• Distribute, collect, and review onboarding packages and required documentation.
• Coordinate vendor setup within company systems and databases.
• Track and communicate onboarding status through approval and activation.
• Ensure all onboarding requirements are completed prior to contractor approval.

 

Contractor Compliance & Documentation Management

• Collect, review, and maintain contractor records, including:
  • Certificates of Insurance (COI)
  • W-9 forms
  • Business licenses
  • Contractor agreements
  • Safety documentation
  • Trade certifications
  • Supplier diversity certifications
• Monitor document expiration dates and coordinate renewals.
• Maintain accurate electronic contractor files and records.
• Support internal, customer, and regulatory audits.

 

Safety & Training Coordination

• Coordinate contractor safety onboarding requirements.
• Verify compliance with company and customer safety standards.
• Track completion of safety orientations and required training programs.
• Manage contractor access to learning platforms and training systems.
• Maintain training records and compliance reports.
• Escalate incomplete safety or training requirements.
• 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.

 

Invoice Processing & Financial Administration

• Review subcontractor invoices for completeness and accuracy.
• Enter and post invoices into accounting systems.
• Verify supporting documentation and approvals are attached prior to processing.
• Coordinate with project managers, operations teams, and accounting to resolve invoice discrepancies.
• Track invoice status and support timely payment processing.
• Maintain invoice records and supporting documentation.
• Assist with monthly reporting and reconciliation activities.

 

Administrative Support

• Provide administrative support to Subcontractor Operations leadership and project teams.
• Create and maintain reports, spreadsheets, dashboards, and contractor databases.
• Schedule meetings, training sessions, and onboarding activities.
• Prepare contractor communications and compliance notifications.
• Monitor shared mailboxes and respond to contractor inquiries.
• Update and maintain standard operating procedures (SOPs).
• Assist with special projects and process improvement initiatives.
   

Technical and Physical Requirements

• High school diploma or equivalent
• Prior marina experience preferred
• ABYC and/or manufacturer certifications preferred
• Ability to sit or stand for long periods of time
• Ability to lift 20 pounds

 

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

 

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/. #marinacareers