Yacht Management Department Coordinator

Burgess; London; On-site; GBP 100,000 - 125,000; Full time

Job summary

An established industry player is seeking a proactive administrative support professional to assist in daily operations and coordinate activities within the Yacht Management department. The role involves data analysis, documentation preparation, and managing communications both internally and externally. The ideal candidate will possess strong IT skills, particularly in MS Office, and demonstrate excellent organizational abilities. This position offers the opportunity to contribute to a dynamic team while ensuring smooth operational processes and enhancing client engagement through effective communication and documentation. If you're ready to make a significant impact in a vibrant environment, this role is for you.

Qualifications

• Degree in business administration required.
• Good IT skills and proficiency in MS Office essential.
• Strong organizational and communication skills needed.

Responsibilities

• Support Head of Department in daily operations and administrative tasks.
• Coordinate meetings and manage department records efficiently.
• Assist with documentation and proposals for client presentations.

Skills

IT Skills

Organization

Communication

Problem Solving

Attention to Detail

Education

Degree or diploma in business administration

Tools

MS Office

NIGEL CRM

SharePoint

Job description

The primary purpose of this role is to support Head of Department and Yacht Management Business Operations Manager in day-to-day operations as well as coordinate and support activities within the department on a global level.

Functional Responsibilities

General Department Administration

• Data collection, analysis and reporting to Head of Department and Business Operations Manager.
• Providing administrative support including but not limited to completion of various Company processes, maintaining accurate records, draft letters, correspondence, memos, charts, documents, tables, graphs, and plans as requested.
• Manage agenda, prepare supporting information, maintaining records and action points of department meetings.
• Coordinate the regular update of existing and new information by YM/A’s across relevant databases including but not limited to NIGEL, SharePoint, BM and management platforms as required, adhering to the wider group IT policy.
• Administer and assist with various platforms including but not limited to NIGEL our in house CRM system and various Microsoft applications. Provide assistance, training and support to the department.
• Serve as a point of contact for internal and external enquiries, redirecting them appropriately.
• Maintain all department information, confidential and secure, including adherence to relevant GDPR, cyber and relevant policies.
• Coordinate with Yacht Management Business Operations Manager on internal announcements, HR inductions and department familiarisations.
• Coordinate new business onboarding handover to management team and assist with the invoicing system and document control.
• Coordinate and assist with new and current business KYC/AML requirements and supplier requests.
• Assist in coordinating internal and external meetings, including scheduling, room setup, and preparation of documentation.
• Assist with diary and travel management, managing calendars, ensuring appointments and deadlines are effectively managed. Coordinate scheduling conflicts and prioritise appointments as necessary.
• Where requested, provide Yacht Management Assistance cover with support of lead YMA.
• Any other task that is reasonably requested.

Documentation

• Assist with the preparation of proposals and agreements for presentation to potential clients.
• Assist with new and current business documentation.
• Provide various financial reports and comparisons for the new and managed fleet such as budget comparisons and reports.
• Assist with arranging for agreements, undertakings and other documentation to be executed on behalf of Burgess.
• Conduct initial review of agreements, undertakings and documentation from clients and coordinate response from senior members of team as relevant.
• Maintaining the website content in conjunction with Burgess marketing department.
• Developing Yacht Management marketing to improve client interest and clarity whilst optimising cross department marketing and information sharing.

Personal attributes and qualifications

• Good IT skills; able to use MS Office products to intermediate level.
• Skilled at organization and administration of office work.
• Numerate.
• Fluent in spoken and written English.
• Attention to detail, conscientiousness and capable of recording information accurately. Able to work independently and take initiative where necessary.
• Willing and able to make a distinctive contribution to the work of the Yacht Management team.
• Able to solve problems, balance priorities and manage time.
• Able to communicate with people at all levels and from many different cultures.
• Good sense of humour.

Qualifications

• Degree or diploma in business administration.
• Industry experience – off and/or onshore.

Experience and ability

• Self-motivated with a good understanding of the industry.
• Skilled communicator, professional and friendly demeanour.
• Competent at problem solving.
• Live within commuting distance to the London office.

*Only candidates with legal status to work in the UK can be considered.

Burgess is an equal opportunity employer and will happily consider candidates from all backgrounds who are able to demonstrate the required personal and professional qualities for this role.