Brokerage, Charter & Office Assistant

Brokerage assistant responsibilities:

• 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
• Collate and send out daily yacht and contact log
• Create and send marketing information to clients when requested
• Preparation of weekly brokerage news
• Diary management; department movements
• Submit/collate expenses for brokers

Charter assistant responsibilities:

• Update details on Yachtfolio – the industry intranet system providing brokers with yacht details, brochures, crew profiles, yacht schedules/availability
• Create CAF’s & CTF’s once the charter contract is signed
• Keep the charter brochures up to date
• Assist your Charter Manager(s) with the processing of payments such as APA to yachts and VAT to fiscal agents I the Mediterranean and other locations
• Prepare Charter Agreements for owner’s use of their yachts
• Assist with event arrangements such as the Burgess central agency yachts, attending charter shows and open days
• Prepare reports to owners and captains
• Support the rest of the brokerage assistants
• Assist with special projects as required

Office assistant responsibilities:

• Manage reception & switchboard
• Greet and welcome guests as they arrive at the office
• Ensure reception area and meeting rooms are tidy and presentable
• Offering guests refreshments and on request, ordering working lunches
• Assist with IT setup for new joiners and in meeting rooms
• Receive, sort and distribute daily mail/deliveries. Where required, scan and distribute/file documents
• Franking/organising couriers for all outgoing post
• Order office supplies (including stationary orders and first aid supplies) proactively keeping inventory of stock
• Managing Palma events, CSR initiatives and social activities
• Fire warden and First aid representative
• Proactively maintain/upkeep office by organising repairs and upgrades
• Responsible for managing all supplier relationships, including couriers, port workers, security, maintenance services and other stakeholders
• Perform other clerical duties such as filing, binding documents, photocopying and scanning
• Processing office payments and expenses
• Accounting, billing and collection
• Monitoring and periodic review of financial statements
• Book travel arrangements, flights, hotels, and car hire for the whole team
• Provide administrative support to the wider team
• Ensure the office stays up to date with all marketing materials and information
• Stand and Boat Show cover as required, including occasional industry Open Days
• Subject to workload be available to support cross-department assistant colleagues at busy times e.g. charter boat show preparations
• Assist with Palma office projects and ad-hoc requests

Essential skills and personal qualities:

• Fluent written and spoken Spanish and English
• Strong IT skills (especially CRM, Outlook & MS Office including Excel)
• Highly organised
• Excellent communication and diplomacy skills, are able to communicate effectively at all levels (dealing with owners, captains and colleagues)
• Ability to prioritise, multi-task and work to tight deadlines and under pressure
• Keen eye for detail and accuracy
• Confidentiality
• Good team player, but also able to act on own initiative
• Ability to attend the office Monday-Friday

Desirable skills:

• Knowledge of MS CRM and/or Adobe Photoshop
• Previous sales support experience
• Knowledge of yachting or luxury goods sector