Business Support Administrator

Job Purpose

The primary purpose of this role is to support Head of Department and Yacht Management Business Operations Manager in day-to-day operations as well as coordinate and support activities within the department on a global level.
 

Functional Responsibilities

General Department Administration

• Data collection, analysis and reporting to Head of Department and Business Operations Manager
• Providing administrative support including but not limited to completion of various Company processes, maintaining accurate records, draft letters, correspondence, memos, charts, documents, tables, graphs, and plans as requested
• Manage agenda, prepare supporting information, maintaining records and action points of department meetings
• Coordinate the regular update of existing and new information by YM/A’s across relevant databases including but not limited to NIGEL, SharePoint, BM and management platforms as required, adhering to the wider group IT policy
• Administer and assist with various platforms including but not limited to NIGEL our in house CRM system and various Microsoft applications. Provide assistance, training and support to the department
• Serve as a point of contact for internal and external enquiries, redirecting them appropriately
• Maintain all department information, confidential and secure, including adherence to relevant GDPR, cyber and relevant policies
• Coordinate with Yacht Management Business Operations Manager on internal announcements, HR inductions and department familiarisations
• Coordinate new business onboarding handover to management team and assist with the invoicing system and document control
• Coordinate and assist with new and current business KYC/AML requirements and supplier requests
• Assist in coordinating internal and external meetings, including scheduling, room setup, and preparation of documentation
• Assist with diary and travel management, managing calendars, ensuring appointments and deadlines are effectively managed. Coordinate scheduling conflicts and prioritise appointments as necessary
• Where requested, provide Yacht Management Assistance cover with support of lead YMA
• Any other task that is reasonably requested

Documentation

• Assist with the preparation of proposals and agreements for presentation to potential clients
• Assist with new and current business documentation
• Provide various financial reports and comparisons for the new and managed fleet such as budget comparisons and reports
• Assist with arranging for agreements, undertakings and other documentation to be executed on behalf of Burgess
• Conduct initial review of agreements, undertakings and documentation from clients and coordinate response from senior members of team as relevant
• Maintaining the website content in conjunction with Burgess marketing department
• Developing Yacht Management marketing to improve client interest and clarity whilst optimising cross department marketing and information sharing

Personal attributes and qualifications

Essential qualifications

• Good IT skills; able to use MS Office products to intermediate level
• Skilled at organization and administration of office work
• Numerate
• Fluent in spoken and written English
• Attention to detail, conscientiousness and capable of recording information accurately
• Able to work independently and take initiative where necessary
• Willing and able to make a distinctive contribution to the work of the Yacht Management team
• Able to solve problems, balance priorities and manage time
• Absolute discretion
• Able to communicate with people at all levels and from many different cultures
• Good sense of humour

Desirable qualifications

• Degree or diploma in business administration
• Industry experience – off and/or onshore

Experience and ability

• Self-motivated with a good understanding of the industry
• Skilled communicator, professional and friendly demeanour
• Competent at problem solving
• Eligible to live and work in the UK and resident within commuting distance of the London office