Yacht Operational Coordinator

PT Aqua Luxe Indonesia; Denpasar; On-site; IDR 120,000,000 - 240,000,000; Full time

Job summary

BY & LARGE (PT Aqua Luxe Indonesia) in Bali oversees yacht charter operations and fleet readiness. The Yacht Operational Coordinator ensures safety, regulatory compliance, and guest experience across the fleet, coordinating with captains, crew, and authorities.

The role requires strong organization, attention to detail, and proactive problem-solving in a fast-paced maritime environment.

Qualifications

• Experience in yacht, boat, marine operations or related hospitality operations.
• Familiarity with vessel documentation, port clearance, maritime administration or regulatory compliance.
• Understanding of Indonesian maritime procedures and authorities is advantageous.
• Strong organizational and documentation skills with attention to detail.

Responsibilities

• Coordinate daily charter and fleet operations and schedules.
• Liaise with captains and crew for departures, returns and smooth execution.
• Ensure vessel readiness including safety equipment, fuel, supply, cleanliness and checklists.
• Monitor weather and coordinate safety requirements with captains.
• Coordinate third-party services and charter partners.
• Maintain SOPs, checklists, and documentation systems.

Skills

Organizational skills

Documentation skills

Communication skills

Problem-solving

Multitasking

Attention to detail

Hospitality mindset

Vendor management

English proficiency

Bahasa Indonesia proficiency

Tools

Spreadsheets

Documentation systems

Operational reporting tools

Job description

Company: BY & LARGE (PT Aqua Luxe Indonesia)

About the Role

BY & LARGE is seeking an experienced and highly organized Yacht Operational Coordinator to oversee the day-to‑day operations, fleet readiness, and administrative requirements of our yacht and boat charter business.

This role is responsible for ensuring smooth charter operations, coordinating vessel maintenance, managing boat agency and regulatory documentation, and maintaining high standards of safety, compliance, and guest experience.

The ideal candidate is hands‑on, detail‑oriented, proactive, and comfortable coordinating with captains, crew, vendors, government authorities, and other maritime stakeholders to ensure our fleet operates efficiently and professionally.

Scope of Work

1. Daily Charter & Fleet Operations

• Coordinate daily yacht and boat charter schedules, vessel assignments, and operational logistics
• Liaise with captains and crew to ensure timely departures, returns, and smooth charter execution
• Confirm vessel readiness before each charter, including safety equipment, fuel, supplies, cleanliness, and operational checklists
• Monitor weather conditions and coordinate with captains regarding operational readiness and safety requirements
• Coordinate third‑party services, including transportation, catering, photographers, water sports providers, and other charter partners
• Ensure operational procedures and service standards are consistently followed

2. Boat Agency, Regulatory Compliance & Administration

• Handle boat agency administration and coordinate the documentation and procedures required for vessel operations
• Liaise with relevant maritime authorities, port authorities, harbor masters, immigration, customs, and other agencies, as applicable to each vessel and voyage
• Coordinate vessel registration, permits, certificates, licenses, renewals, and other statutory documentation, ensuring requirements and deadlines are tracked
• Arrange and follow up on port clearance, vessel arrival and departure formalities, and other voyage‑related documentation where applicable
• Coordinate with third‑party agents, surveyors, service providers, and authorities for inspections, certifications, clearances, and administrative requirements
• Maintain an organized and up‑to‑date filing system for vessel documents, crew documentation, permits, operational records, and compliance deadlines
• Monitor document expiry dates and initiate renewals or required administrative processes well in advance
• Ensure all required documents are available and properly prepared before vessel movements and charter operations

3. Maintenance, Inventory & Operational Reporting

• Coordinate routine maintenance, servicing, repairs, and technical inspections with captains, engineers, and external service providers
• Track reported technical issues and ensure timely follow‑up until resolved
• Monitor fuel, equipment, guest amenities, beverages, towels, and other operational supplies; arrange replenishment when needed
• Maintain vessel presentation, cleanliness, and readiness in accordance with company standards
• Track operational expenses, maintenance costs, vendor payments, and budget usage, and submit supporting documentation to management or finance
• Maintain accurate operational records, charter documentation, maintenance logs, and inventory records
• Prepare regular operational reports covering fleet readiness, maintenance, expenses, compliance status, and outstanding issues

4. Guest Experience & Hospitality Coordination

• Oversee operational arrangements throughout the guest journey, from booking confirmation and pre‑charter preparation to post‑charter follow‑up
• Coordinate special occasions, VIP requests, onboard arrangements, and personalized guest requirements with the relevant teams
• Ensure vessels are clean, well‑organized, and presented according to BY & LARGE brand standards
• Coordinate onboard food and beverage arrangements, table settings, guest amenities, and service preparation
• Support captains and crew in delivering a seamless, professional, and memorable guest experience
• Handle operational changes, guest requests, and complaints professionally, escalating matters when necessary

5. Operational Improvement & Cross-Team Coordination

• Develop and maintain operational SOPs, checklists, schedules, and documentation systems
• Identify operational inefficiencies, recurring issues, and opportunities to improve fleet utilization and cost control
• Coordinate with sales and marketing teams to confirm vessel availability, scheduling, and operational feasibility before commitments are made
• Support management in improving operational processes as the fleet and charter business grow
• Maintain clear communication between operations, sales, finance, captains, crew, and external partners

Qualifications & Requirements

• Previous experience in yacht, boat, marine, maritime, vessel operations, boat agency, or a related tourism and hospitality operation
• Familiarity with vessel documentation, port clearance, maritime administration, or regulatory compliance is highly desirable
• Understanding of Indonesian maritime procedures and relevant authorities is a strong advantage
• Strong organizational, administrative, and documentation skills, with excellent attention to detail
• Ability to coordinate multiple vessels, schedules, vendors, and operational priorities simultaneously
• Good communication and interpersonal skills, with the confidence to liaise with captains, authorities, vendors, and management
• Proactive problem‑solving skills and the ability to work independently in a fast‑paced operational environment
• Comfortable using spreadsheets, digital documentation systems, and operational reporting tools
• Good command of English and Bahasa Indonesia
• Willingness to work flexible hours when required by charter schedules and operational needs
• Strong operational coordination and follow‑through
• Accurate documentation and regulatory deadline management
• Practical understanding of vessel readiness and safety procedures
• Professional stakeholder and vendor management
• Cost awareness, accountability, and attention to detail
• A service‑oriented mindset with a commitment to high hospitality standards

What can I earn as an Operations Coordinator