Charter, Brokerage & Office Assistant

Navis Consulting; Newport Beach (CA); On-site; USD 45,000 - 65,000; Full time

Job summary

Navis Consulting in Newport Beach, CA, offers an excellent opportunity in yacht brokerage administration. You will support brokers with client communications, itinerary preparation, and document handling in a brand-new office.

Responsibilities include maintaining records, preparing charter agreements, coordinating events, and ensuring timely follow-up on enquiries. A college degree and yachting sector experience are preferred, with occasional weekend duties during shows.

Qualifications

• Capable of working independently and taking initiative.
• Able to meet deadlines provided by brokers.
• Maintain confidentiality and discretion at all times.
• Professional, calm and confident demeanor.

Responsibilities

• Prepare yacht presentations and client itineraries for charter enquiries.
• Maintain client and enquiry records in internal databases.
• Prepare charter agreements and manage files.
• Coordinate pre- and post-charter gifts and inquiries.
• Manage broker calendars and travel arrangements.
• Record activity in the Burgess CRM and monitor enquiries.
• Assist with contract preparation and yacht visits.
• Support yacht shows and company events logistics.

Skills

Independent worker

Team player

Deadline-driven

Confidentiality

Education

College degree (associates acceptable)

Tools

Burgess CRM

Job description

This is an excellent opportunity to join a global yacht management & brokerage firm in a brand-new office based in Newport Beach, CA

The company provides a full range of yachting services including the sale and purchase, retail charter, charter management, operational management, new construction, crew employment and insurance.

• Prepare high-quality electronic and bound yacht presentations and bespoke, client-friendly itineraries for charter enquiries and confirmed bookings, as directed by the Broker.
• Maintain accurate and up-to-date client and enquiry records within internal databases, including contact details, notes, commissions, discounts, and charter expense calculations.
• Prepare charter agreements and all associated documentation; create and manage complete electronic and hard-copy charter files.
• Coordinate pre- and post-charter client gifts and handle inbound calls and enquiries in the Broker’s absence.
• Manage the Broker’s calendar, key charter deadlines, and domestic and international travel arrangements.
• Assist with preparation of yacht selections & presentations
• Assist with all client/general correspondence
• Record all client activity in the Burgess Customer Relationship Management (CRM) system
• Monitor CRM enquiries for all brokers and assist brokers with ensuring the enquiry logs are all kept up to date
• Assist with contract preparation as required
• Assist with booking of yacht visits/inspections
• Provide assistance in the lead-up to and following yacht shows and other company events.
• Answer and direct incoming phone calls, emails, and general correspondence
• Manage calendars, meeting schedules, and conference room bookings
• Prepare, format, and distribute documents, reports, and presentations
• Maintain filing systems (digital and physical) ensuring accuracy and confidentiality
• Assist with data entry and basic record-keeping
• Office Operations & Coordination

Experience Required:

• Capability to work independently and take initiative but also be an excellent team player.
• Able to comply with deadlines provided by brokers.
• Ability to maintain confidentiality.
• Calm, confident and professional.
• College Degree (associate’s degree acceptable).
• Current Passport.
• Working hours are 9.00am to 5.30pm Mondays to Fridays. Applicants may be required stay later in the office and sometimes work on weekends due to boat shows and events.
• Experience working in sales or customer service for luxury brands or in industries that require interaction with high-net-worth properties or individuals.
• Graduate or 1 – 2 years of experience in a support or administrative type role for a busy sales team.
• Yachting experience on/offshore (Highly desirable)

You must have the right to work in the Unites States to be considered.