Office Coordinator Jobs
Office Coordinator jobs are open across healthcare, education, finance, and corporate services, from entry-level to senior and office manager roles, with specializations in facilities coordination, executive support, and front-office operations. Scan the live roles below and apply to whichever ones fit.
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The Chesapeake Bay Maritime Museum (CBMM) explores and preserves the history, environment, and culture of the entire Chesapeake Bay region and makes this resource accessible to all. As an educational institution, staff fulfill CBMM's mission, vision, and goals, working individually and collaboratively to encourage the public's access to our collections, programs, and resources.
Position Summary:
The Boat Donation Program Office Coordinator provides comprehensive administrative and operational support for CBMM's Boat Donation Program (BDP). Serving as the administrative hub of a complex, high-volume program, this position coordinates vessel donations, sales and auction administration, donor stewardship, title transfers, compliance documentation, volunteer coordination, financial recordkeeping, and database management.
The Office Coordinator plays a critical role in ensuring the efficient administration of the Boat Donation Program from initial donor inquiry through final disposition of donated vessels. This position requires excellent organizational skills, attention to detail, strong customer service abilities, discretion, and the ability to manage multiple priorities while maintaining accurate records and meeting critical deadlines.
Primary Responsibilities:
Donor & Buyer Administration
- Serve as a primary administrative contact for boat donors, prospective buyers, auction participants, and program stakeholders.
- Coordinate donor intake paperwork and maintain complete records throughout the donation process.
- Prepare and manage donor correspondence, tax documentation, acknowledgements, and supporting materials.
- Support buyer communications and documentation associated with vessel sales and auctions.
- Ensure all transaction files are complete, accurate, and maintained in accordance with program standards.
Vessel Documentation & Compliance
- Manage vessel title, registration, transfer, tax, and compliance documentation.
- Prepare, process, and file title and registration documents with the State of Maryland and other jurisdictions as required.
- Follow applicable laws, regulations, and CBMM policies governing vessel transfers and sales.
- Maintain organized physical and electronic records for all vessel transactions and supporting documentation.
- Coordinate documentation requirements associated with donated vessels from intake through final disposition. Elevate unusual title, registration, tax, or compliance matters to the Chief Operating Officer or appropriate advisor.
Annual Auction Administration
- Serve as the lead administrative coordinator for CBMM's annual Boat Donation Program Auction.
- Coordinate preparation and verification of vessel documentation, title packets, registrations, sale documents, and transactional records.
- Prepare and distribute auction materials, bidder packets, signage, and operational documentation.
- Establish and manage the auction title office during the event.
- Recruit, train, schedule, and coordinate volunteers supporting title processing and transaction functions.
- Facilitate accurate processing of vessel sales, title transfers, registrations, and buyer documentation.
- Coordinate post-auction paperwork, reporting, title transfers, communications, and record retention activities.
- Support auction reporting, administrative reconciliation, and documentation follow-up after the event.
Database & Records Management
- Maintain accurate records in the Boat Donation Program’s database, and other organizational databases.
- Enter and manage donor, vessel, buyer, volunteer, and transaction information.
- Support database integrity, reporting, and ongoing record management.
- Generate reports and provide administrative support for program analysis and performance tracking.
- Ensure timely and accurate entry of information into CBMM’s systems.
Purchasing & Administrative Support
- Support departmental purchasing and receiving activities.
- Create and process purchase orders, requisitions, invoices, and vendor documentation.
- Coordinate administrative interactions with vendors, service providers, contractors, and business partners.
- Assist with contract administration and departmental recordkeeping.
- Manage departmental schedules, calendars, and administrative logistics as assigned.
Volunteer Coordination
- Assist in coordinating and scheduling Boat Donation Program volunteers.
- Maintain volunteer records within Better Impact and other volunteer management systems.
- Support volunteer communications, onboarding, training coordination, and scheduling.
- Serve as a resource for volunteers supporting Boat Donation Program activities and events.
Marketing & Communications Support
- Assist in the creation and distribution of printed and electronic communications related to Boat Donation Program activities.
- Support preparation of auction materials, donor communications, promotional collateral, and event-related correspondence.
- Coordinate administrative aspects of program mailings, communications, and outreach efforts.
- Support the presentation of donated vessels across digital sales platforms by coordinating photographs, vessel specifications, descriptions, and listing content.
Reporting and Financial Support
- Provide reporting, documentation, and administrative analysis support across all Boat Donation Program functions.
- Assist with financial tracking, reporting, reconciliations, and supporting documentation as assigned.
- Prepare records and supporting materials for audits, reporting requirements, and internal reviews.
- Maintain accurate and organized records that support program performance measurement and financial accountability.
Other Duties
- Perform other duties as necessary to support CBMM and Boat Donation Program operations or as assigned by the Chief Operating Officer.
This is a full-time, salaried, non-exempt position with a typical schedule of 40 hours per week. This position requires regular on-site attendance at the Chesapeake Bay Maritime Museum. Occasional evening, holiday, and weekend hours may be required to support auctions, donor events, and other CBMM activities.
Required Qualifications
- Associate degree or an equivalent combination of education and relevant experience.
- Three or more years of experience in administrative support, office coordination, operations support, or a related field.
- Demonstrated ability to manage complex documentation with a high degree of accuracy and attention to detail.
- Advanced proficiency with Microsoft 365 applications, including Outlook, Word, Excel, PowerPoint, Teams, and SharePoint.
- Experience using CRM, database, financial, or records-management systems.
- Demonstrated ability to coordinate multiple priorities and meet deadlines in a fast-paced environment.
- Strong written, verbal, interpersonal, and customer service skills.
- Ability to exercise discretion when handling confidential donor, buyer, financial, and organizational information.
Preferred Qualifications
- Experience working in a nonprofit, museum, maritime, auction, or donor-focused environment.
- Experience with title processing, registration documentation, or regulatory compliance activities.
- Experience coordinating volunteers, events, auctions, or other high-volume administrative activities.
The Chesapeake Bay Maritime Museum (CBMM) explores and preserves the history, environment, and culture of the entire Chesapeake Bay region and makes this resource accessible to all. As an educational institution, staff fulfill CBMM's mission, vision, and goals, working individually and collaboratively to encourage the public's access to our collections, programs, and resources.
Position Summary:
The Boat Donation Program Office Coordinator provides comprehensive administrative and operational support for CBMM's Boat Donation Program (BDP). Serving as the administrative hub of a complex, high-volume program, this position coordinates vessel donations, sales and auction administration, donor stewardship, title transfers, compliance documentation, volunteer coordination, financial recordkeeping, and database management.
The Office Coordinator plays a critical role in ensuring the efficient administration of the Boat Donation Program from initial donor inquiry through final disposition of donated vessels. This position requires excellent organizational skills, attention to detail, strong customer service abilities, discretion, and the ability to manage multiple priorities while maintaining accurate records and meeting critical deadlines.
Primary Responsibilities:
Donor & Buyer Administration
- Serve as a primary administrative contact for boat donors, prospective buyers, auction participants, and program stakeholders.
- Coordinate donor intake paperwork and maintain complete records throughout the donation process.
- Prepare and manage donor correspondence, tax documentation, acknowledgements, and supporting materials.
- Support buyer communications and documentation associated with vessel sales and auctions.
- Ensure all transaction files are complete, accurate, and maintained in accordance with program standards.
Vessel Documentation & Compliance
- Manage vessel title, registration, transfer, tax, and compliance documentation.
- Prepare, process, and file title and registration documents with the State of Maryland and other jurisdictions as required.
- Follow applicable laws, regulations, and CBMM policies governing vessel transfers and sales.
- Maintain organized physical and electronic records for all vessel transactions and supporting documentation.
- Coordinate documentation requirements associated with donated vessels from intake through final disposition. Elevate unusual title, registration, tax, or compliance matters to the Chief Operating Officer or appropriate advisor.
Annual Auction Administration
- Serve as the lead administrative coordinator for CBMM's annual Boat Donation Program Auction.
- Coordinate preparation and verification of vessel documentation, title packets, registrations, sale documents, and transactional records.
- Prepare and distribute auction materials, bidder packets, signage, and operational documentation.
- Establish and manage the auction title office during the event.
- Recruit, train, schedule, and coordinate volunteers supporting title processing and transaction functions.
- Facilitate accurate processing of vessel sales, title transfers, registrations, and buyer documentation.
- Coordinate post-auction paperwork, reporting, title transfers, communications, and record retention activities.
- Support auction reporting, administrative reconciliation, and documentation follow-up after the event.
Database & Records Management
- Maintain accurate records in the Boat Donation Program’s database, and other organizational databases.
- Enter and manage donor, vessel, buyer, volunteer, and transaction information.
- Support database integrity, reporting, and ongoing record management.
- Generate reports and provide administrative support for program analysis and performance tracking.
- Ensure timely and accurate entry of information into CBMM’s systems.
Purchasing & Administrative Support
- Support departmental purchasing and receiving activities.
- Create and process purchase orders, requisitions, invoices, and vendor documentation.
- Coordinate administrative interactions with vendors, service providers, contractors, and business partners.
- Assist with contract administration and departmental recordkeeping.
- Manage departmental schedules, calendars, and administrative logistics as assigned.
Volunteer Coordination
- Assist in coordinating and scheduling Boat Donation Program volunteers.
- Maintain volunteer records within Better Impact and other volunteer management systems.
- Support volunteer communications, onboarding, training coordination, and scheduling.
- Serve as a resource for volunteers supporting Boat Donation Program activities and events.
Marketing & Communications Support
- Assist in the creation and distribution of printed and electronic communications related to Boat Donation Program activities.
- Support preparation of auction materials, donor communications, promotional collateral, and event-related correspondence.
- Coordinate administrative aspects of program mailings, communications, and outreach efforts.
- Support the presentation of donated vessels across digital sales platforms by coordinating photographs, vessel specifications, descriptions, and listing content.
Reporting and Financial Support
- Provide reporting, documentation, and administrative analysis support across all Boat Donation Program functions.
- Assist with financial tracking, reporting, reconciliations, and supporting documentation as assigned.
- Prepare records and supporting materials for audits, reporting requirements, and internal reviews.
- Maintain accurate and organized records that support program performance measurement and financial accountability.
Other Duties
- Perform other duties as necessary to support CBMM and Boat Donation Program operations or as assigned by the Chief Operating Officer.
This is a full-time, salaried, non-exempt position with a typical schedule of 40 hours per week. This position requires regular on-site attendance at the Chesapeake Bay Maritime Museum. Occasional evening, holiday, and weekend hours may be required to support auctions, donor events, and other CBMM activities.
Required Qualifications
- Associate degree or an equivalent combination of education and relevant experience.
- Three or more years of experience in administrative support, office coordination, operations support, or a related field.
- Demonstrated ability to manage complex documentation with a high degree of accuracy and attention to detail.
- Advanced proficiency with Microsoft 365 applications, including Outlook, Word, Excel, PowerPoint, Teams, and SharePoint.
- Experience using CRM, database, financial, or records-management systems.
- Demonstrated ability to coordinate multiple priorities and meet deadlines in a fast-paced environment.
- Strong written, verbal, interpersonal, and customer service skills.
- Ability to exercise discretion when handling confidential donor, buyer, financial, and organizational information.
Preferred Qualifications
- Experience working in a nonprofit, museum, maritime, auction, or donor-focused environment.
- Experience with title processing, registration documentation, or regulatory compliance activities.
- Experience coordinating volunteers, events, auctions, or other high-volume administrative activities.
Office Coordinator Jobs by Experience Level
Top Cities Hiring Office Coordinators
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Who's Hiring
- Athletico Physical Therapy43
- Maxim Healthcare26
- UPMC14
- Sevita12
- MarinHealth12
Top Industries Hiring
- Healthcare & Medical Services20
- Education8
- Insurance4
- Construction & Real Estate4
- Law & Legal Services2
What Employers Look For
The qualifications that appear most often in office coordinator jobs.
- Proficiency in Microsoft Office Suite including Word, Excel, and Outlook
- Two or more years of administrative or office coordination experience
- Experience managing calendars, scheduling meetings, and coordinating travel
- Strong written and verbal communication skills for internal and external correspondence
- Familiarity with office management software or applicant tracking systems
- Associate or bachelor's degree in business administration or a related field
Tips for Your Office Coordinator Job Search
Tailor your resume to each posting
Office coordinator roles vary widely by industry, so pull exact language from each job description into your resume. A healthcare office coordinator posting will emphasize scheduling and compliance, while a tech firm will prioritize vendor management and software tools.
Highlight the software tools you know
Employers screen hard for specific tools like Microsoft Office Suite, Google Workspace, or office management platforms. List every relevant tool by name in a dedicated skills section so applicant tracking systems flag your resume before a human ever reads it.
Apply early to roles that fit
Migrate Mate lists office coordinator openings from across the United States in one place, so you can find roles that match and apply directly to each listing.
Show measurable impact in your bullet points
Instead of writing 'managed office supplies,' write 'reduced supply costs by renegotiating vendor contracts.' Office coordinator candidates who quantify outcomes stand out from those who only describe responsibilities, even when the numbers are modest.
Prepare for scenario-based interview questions
Interviewers routinely ask how you handled a last-minute scheduling conflict, a difficult vendor, or a disorganized filing system. Prepare two or three specific stories from past roles using the situation, action, and result format so your answers are concrete and brief.
Negotiate beyond base salary
Office coordinator offers often have flexibility in professional development budgets, remote days, or equipment allowances even when the base is fixed. Ask about those specifics after you have a written offer in hand, not during the first-round interview.
Office Coordinator Jobs: Frequently Asked Questions
Which companies are hiring the most office coordinators?
The most active employers for office coordinators right now are Athletico Physical Therapy, Maxim Healthcare, and UPMC, and the most openings are in California, Florida, and Texas, based on current listings on Migrate Mate as of September 2026. Openings tend to cluster at large healthcare systems, financial services firms, and multi-site corporate offices with ongoing administrative needs.
How many office coordinator jobs are remote?
About 10% of office coordinator openings are fully remote or hybrid as of September 2026, which is lower than most desk-based roles because the job often requires on-site presence. Sub-areas like data entry, executive scheduling support, and virtual office administration are the most likely to appear as fully remote positions.
How do you become an office coordinator?
Start by building experience in any administrative support role, such as receptionist, office assistant, or data entry clerk. From there, strengthen your skills in calendar management, vendor coordination, and business software. Most employers want candidates who can demonstrate reliable follow-through and clear written communication before promoting them into a coordinator title.
Can you get hired as an office coordinator with little experience?
Yes, entry-level office coordinator roles exist and often accept candidates with one year or less of direct experience. Employers in smaller offices, nonprofits, and startups are most open to candidates who show strong organizational instincts, comfort with technology, and a willingness to learn office-specific workflows on the job.
What does the office coordinator interview process look like?
Most office coordinator interviews include an initial phone or video screen with a recruiter or office manager, followed by one or two in-person rounds. Expect practical questions about how you prioritize competing tasks, handle confidential information, and manage vendor or facilities issues. Some employers include a short skills test covering spreadsheet or scheduling tools.
Where can I find and apply to office coordinator jobs?
You can find and apply to office coordinator jobs on Migrate Mate, which lists current openings from employers across the United States. Search for roles that match your experience level and location, then apply directly to each listing that fits.
See All 1,968+ Office Coordinator Jobs
Find roles that match your experience and apply in just a few clicks.
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