Office Coordinator - Boat Donations Program

Job Details:

Job Location:

St. Michaels, MD 21663, Position Type:
Full Time, Salary Range: $55,000.00 - $65,000.00 Salary, 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.

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.

• 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.

• 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.

• 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.

• 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…