Yacht Administrator

Hill Robinson; Fort Lauderdale (FL); On-site; USD 38,000 - 46,000; Full time

Job summary

Hill Robinson Group is seeking a diligent team member to join our Yacht Operations Department in Fort Lauderdale. You will support Yacht Managers by handling information flow, records, and supplier coordination in a busy, client-focused environment.

Key tasks include filing owner reports, updating calendars, processing visas and crew documentation, supporting budgets, and assisting with insurance renewals and contracts.

Qualifications

• Full command of English language - written and spoken.
• Proficiency with Microsoft Office applications (Word, Excel, Outlook, PowerPoint).

Responsibilities

• Assist Yacht Managers with daily tasks and requests.
• Maintain records for owner reports and assist with owner reports.
• Update company calendar with yacht or owner visits and track yacht service events.
• Provide general accounting support and assist with budgets and insurance renewals.
• Arrange travel, visas and crew documentation as required.
• Draft offers of employment and assist with contracts and sea service records.

Skills

English proficiency

MS Office

Tools

Microsoft Office (Word, Excel, Outlook, PowerPoint)

Job description

Hill Robinson was specifically created to manage the operational complexities of the world's largest superyachts, bringing technical excellence to a full spectrum of services. Today, Hill Robinson offers specialised yacht management, project management for new builds and refit, charter management, corporate services, crew placement, payroll and recruitment, plus a host of other services.

Working in our busy Yacht Operations Department, you will play a pivotal role in supporting the needs of the business, working closely with Yacht Managers (YM). Your duties will include the following.

• Assist with all activities, queries and requests from their assigned line manager
• Assist other work groups from time to time as may be deemed necessary
• Assist with reception and phone cover from time to time as required
• Maintaining records for owner reports and assisting with the preparation of owner reports
• Checking boat post trays to ensure items are forwarded regularly
• Updating the company calendar with yacht or owner visits.
• Record keeping for the yachts managed: yacht visits, yard visits, owner meetings,..
• Keeping Yacht Information Sheets up to date
• Accounting support as may be required
• Assist with insurance renewals - obtain and compare quotes
• Assist with the preparation of budgets
• In conjunction with the relevant person, maintain up-to-date records in the Company Address Book or equivalent
• Arranging travel/visas for members of the team
• Expense sheets for members of your projects as may be required (each person is encouraged to do their own but assistance may be required from time to time)
• Receive or collect crew certificates and verification of validity
• Background checks
• Arrange for visas for crew as may be required
• Process applications for Flag State Dispensations, Seamans' Discharge Book applications, etc.
• Assist YM with drafting Offers of Employments for crew
• Assist YM with requesting and chasing for SEAs and make sure fully signed contracts are on file on Bamboo
• Assist YM with Termination and Severance letters
• Sea Service Testimonials
• Crew insurance claims

Skills required:

• Full command of English language - written and spoken
• Ability to work with Microsoft Office - Work, Excel, Outlook, Powerpoint

Personal attributes required:

• Ability to work under pressure often juggling an assortment of tasks and priorities
• Able to assume responsibility and ownership for the assigned tasks
• Accuracy and attention to detail
• Knowledge of the Yachting industry would be an advantage
• Positive attitude to supporting members of the work group and to the entire team/company
• Good sense of humour

It is our expectation that the post holder upholds, demonstrates and lives up to our company values and works diligently towards our strategic goals and objectives, underpinned by our 5 pillars (Sustainable Growth, Business Efficiency, Trusted Partner, Culture, and Environment, Social & Governance) and that they do so with integrity and professionalism.

Hill Robinson believes diversity drives innovation. We are proud to be an equal opportunity employer and welcome applications from candidates of all genders, ethnicities, abilities, backgrounds, and life experiences. Our commitment is to create an inclusive workplace where every individual feels respected, valued, and empowered to thrive.

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