Charter Management Assistant

POSITION SUMMARY:

The Charter Management Assistant works closely with a small group of Charter Managers and is responsible for the daily administration of the Charter Management department. He/She acts as the project lead for print materials and graphic design, data base administration, research and reporting, administrator for the charter escrow account and tracking of funds. The candidate will liaise with the Corporate Controller for wire transfers of the charters. He/she will be responsible for managing client requests and applies independent judgement and discretion in a variety of functions. He/she will also be required to attend and assist with boat shows.

KEY DUTIES & RESPONSIBILITIES (not limited to)

• Project lead for print materials including brochures, flyers and promotional material from InDesign and other software
• Manage client requests in a professional manner
• Department administrator for the CRM, inputs all charter deals and maintains accuracy
• Department administrator for the marketing website, collects, edits and uploads crew profiles
• Ensures legal compliance with record keeping of both hard and electronic files
• Administer Charter Escrow file and track incoming charter funds
• Collect wire confirmations; prepare wire vouchers for disbursements and liaise with Corporate Controller for wire transfers of the charters
• Periodically review specs and information with managers and captains
• Update broker list or broker information in CRM when necessary
• Manage photography; review new photos, rename and resize photos accordingly
• Compile and track inquiries on each yacht, including monthly inquiry reports 
• Prepare monthly fleet list report
• Prepare for and attend boat shows

JOB ESSENTIAL FUNCTIONS (essential skills, experience, and qualifications)

Essential Skills:

• Attention to detail 
• Applies independent judgement and discretion in a variety of functions
• Excellent communicator in both spoken and written English. A second language is a plus
• Exceptional Interpersonal skills
• High proficiency in Microsoft Office
• High proficiency with InDesign and/or other design software
• Ability to adhere to tight deadlines
• Ability to prioritize and multitask
• Be dynamic and have a smart appearance with an excellent customer services approach

Experience:

A minimum of three years administrative experience, preferably dealing with high profile clients.  Marine or Yachting industry experience preferred

Qualifications:

Bachelor’s Degree in administration, hospitality, or another relevant field preferred.  Relevant work experience may be substituted for educational experience

WORK ENVIRONMENT AND PHYSICAL ABILITIES:

• Work is conducted most often indoors in an air conditioned, illuminated office environment and periodically outdoors inspecting boats, meeting with yacht captains, and crew aboard vessels, at ports, and on floating barges.
• Local and international travel may be required.
• Utilization of standard office equipment is used in the working environment.
• Motor skills and senses needed to carry out duties include talking, listening, typing, writing, visual inspection of documents and spaces.

Physical Abilities:

• Light lifting, pushing, walking, and may require climbing stairs on boats and climbing into small spaces.

The Company reserves the right to add any other reasonable duties from time to time for which you are suitably qualified and to amend or change the duties which comprise the needs of the business subject to prior consultation.

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