Administrative Project Coordinator

Mcmnewport; Newport (RI); On-site; USD 45,000 - 65,000; Full time

Job summary

MCM is seeking an experienced Administrative Project Coordinator to join our Newport office. This role supports the Yacht Management Division, Accounting Department and the Principal to uphold MCM’s high standards of service.

Key duties include reception, travel coordination, purchasing, vendor management, and logistics for boat shows and regattas. Strong organization and communication are essential to excel in this role and contribute to a premier client experience.

Qualifications

• Well-organized candidate with strong communication skills.
• High attention to detail and thorough follow-through.
• Ability to think critically and work independently or in a team.

Responsibilities

• Reception: answer/direct calls, greet visitors, arrange meetings and refreshments.
• Administrative: coordinate travel, bookings and monthly invoices; manage vendor relations.
• General office support: handle mail, supplies, shipping, newsletters and contact database.
• Yacht Management Support: coordinate crew travel, keep files & vendor pricing current.
• Regatta Support: arrange shoreside accommodations and travel for major events.
• Purchasing/Shipping: obtain quotes, issue PO, track orders and ship/receive.
• Communications: maintain professional correspondence and support PR efforts.

Skills

Organization

Communication

Attention to detail

Critical thinking

Tools

Microsoft Office 365

Job description

MCM is seeking an experienced professional to join our growing team. This role will support the Yacht Management Division, the Accounting Department and the Principal in meeting the high standards and level of service that MCM is known for.

Yacht Management Services / Administrative Project Coordinator responsibilities include, but are not limited to:

Reception:

Managing incoming communication, providing hospitality, and preparing for meetings. This includes answering and directing calls, welcoming office visitors, arranging refreshments, and setting up meeting spaces.

Administrative:

Managing travel and accommodation for key personnel and events. Logistics coordination for boat shows and regattas, managing accounts for the company and yachts such as satellite communications, cell phones, etc., and reconciling monthly invoices.

General Office support:

Management of correspondence, mail, FedEx and DHL, both international and domestic. It also involves the inventory management and ordering of essential office and shipping supplies. General office support responsible for the upkeep of office equipment and coordinating building maintenance. Communication duties include the distribution of newsletters, promotional emails, and other bulk mailings. Public relations liaison with PR companies, owners, and yards. Maintenance of company's contact database.

Yacht Management Support:

Management support for yacht operations, including maintaining essential management files, coordinating travel arrangements for the yacht crew and management team, and ensuring proper documentation for international travel. Additionally, it includes managing accommodations, updating flight booking records, keeping yacht profiles current, and liaising with vendors for competitive pricing and services. Maintaining a global network of yacht/ship agents to facilitate seamless maritime operations.

Regatta Support:

Manage shoreside accommodations and travel for major regattas.

Purchasing:

Managing yacht supplies by obtaining quotes, reviewing them with relevant parties, and issuing purchase orders. Maintaining a database of purchases, researching products for fleet discounts, and handling payments through credit cards. Effective communication with the captain, crew, and yacht managers about the status of orders and shipping details is crucial for smooth operations.

Shipping/Receiving:

Managing international and domestic vessel shipments, receiving packages, organizing inventory, booking and tracking shipments, creating commercial invoices, handling returns, and communications with shipping companies. Communicating with the captains, crew, and yacht management staff to ensure seamless and timely shipping.

The candidate should be well organized, have excellent communication skills, possess strong attention to detail, be a critical thinker, and excel at anticipating needs and priorities. The candidate should have a professional and team-oriented demeanor and be able to work well both independently and as part of a team. Exceptional customer service skills and experience serving high-end clients is highly desired. A high degree of discretion and confidentiality is essential.Working knowledge of Microsoft O365 (Teams, Word, Excel, Outlook) is preferred.

The position is Full-Time in the Newport office.

MCM offer a generous compensation and benefits package commensurate with experience.

This role presents opportunities for training and career development to become part of the senior yacht management team.