Do you love working in an office environment that includes both indoor and outdoor responsibilities? Do you love working around boats or boating enthusiasts? If the answer is yes, this may be the right company for you. Derecktor Ventura Inc is a small full service boatyard located at the entrance to the Ventura Harbor. We are looking for a person to join our team who possesses strong customer service skills, excellent communication abilities, and is punctual and organized. Derecktor Ventura Inc offers a competitive pay and benefits package.
Position Overview
The Project Administrator will oversee office operations, customer communication, and revenue cycle
management. This role plays a critical part in maintaining cash flow, supporting yard productivity, and
ensuring timely billing and follow-up. Accurate and prompt administrative execution directly impacts
company profitability.
Core Responsibilities
Customer Communication & Front Desk
Answer and route incoming calls professionally
Respond to service inquiries in a timely manner
Proactively follow up on previous inquiries
Provide follow-ups on open jobs and customer requests
Greet customers and vendors
Validate new incoming contractors
Revenue Cycle & Billing Management
Generate and issue invoices upon job completion
Verify technician time entries before invoicing
Ensure work orders are properly documented prior to billing
Track and monitor outstanding receivables
Follow up on unpaid invoices proactively
Coordinate deposits and progress billing
Billable Performance & Revenue Metrics
1. Invoice Turnaround Time
Target: 95% of invoices issued at project completion
Goal: Reduce lag between service completion and billing
2. Accounts Receivable (A/R) Aging
Maintain A/R aging with:
o Less than 15% of receivables over 30 days
o Minimal balances over 60 days
Initiate follow-up on past-due invoices within 5 business days
3. Work Order Documentation Accuracy
Ensure 100% of billed jobs have complete technician notes and time entries
Identify discrepancies before invoices are sent
4. Deposit & Progress Billing Management
Confirm deposits are collected before major project commencement
Ensure staged billing aligns with project milestones. Standard practice is every $5000.00
5. Communication Responsiveness
Return customer inquiries within 24 hours
Proactively notify customers of billing status or documentation needs
Follow up with customers that have not accepted their estimates within a week of sending the
estimate.
Office Operations
Manage office supplies
Sort and distribute incoming mail
Maintain organized and audit-ready filing systems
Performance Expectations Summary
This role is considered successful when:
Billing is timely and accurate
Cash flow remains steady
Receivables are actively managed
Customers receive clear communication
Administrative systems support yard efficiency rather than slow it down
Qualifications:
Vocational / Advanced Degree or two years’ experience in the maritime industry
Customer Service
Punctuality (work hours are Monday through Friday, 8:00 am – 4:30pm)
Proficient with word and excel
QuickBooks knowledge desired
Salary
Hourly Position, wage based on experience
Competitive benefits package
o PTO
o Health Insurance
o 401K
Principals only. Recruiters, please don't contact this job poster.