Department Coordinator

Working in our London office as a member of the Insurance department.

Job Purpose

The primary purpose of this role is to support the head of department in day-to-day operations as well as coordinate and support activities within the department on a global level. This will be achieved through:

  • Supporting the Head of Department in day-to-day operation of Burgess Insurance Department.
  • Provision of general administrative support to the Department.
  • Coordinate IT, including optimal use of the company CRM system.

Functional Responsibilities

Personal Assistant to the Head of Department

  • Providing administrative support to the Head of Department including but not limited to diary management, travel arrangements and general clerical support.
  • Managing emails/calls/actions that do not require the attention of the Head of Department assessing importance and directing accordingly,
  • Support the Department in the management and completion of various Company processes,
  • Preparing documents/reports for the Head of Department including but not limited to the regular submissions of KPI data, Pay away Bonus report.
  • Perform data collection, analysis and reporting to Head of Department
  • Draft letters, correspondence, memos, charts, documents, tables, graphs, and plans as requested.
  • Manage agenda, prepare supporting information, maintain records and action points of department meetings including but not limited to:
    • Weekly operational update meetings (Department),
    • Weekly department heads meeting,
    • Partners strategic meeting,
    • New Business Task Force bi-weekly meeting,
    • Cross Department New Business meeting.
  • Any other task that is reasonably requested.

General Department Administration

  • Provide general administrative and clerical support, maintaining accurate records and files at all times.
  • Maintain list of managed yachts and all associated data across relevant databases to allow efficient 360 cross selling.
  • Coordinate the regular update of existing and new information by BYFS across relevant databases including but not limited to NIGEL, Sharepoint, INSLY and the platform that comes to replace INSLY.
  • Coordinate the Department KYC/AML effort by acting as liaison with Compliance Manager.
  • Maintain all department information confidential and secure, including adherence to relevant GDPR, cyber and otherwise.
  • Coordinate with HR manager on new staff inductions and department familiarizations.


  • Plan department conferences and functions.
  • Coordinate with marketing and other departments to enhance Department representation at yacht shows/industry events.


  • Maintaining standard templates for all agreements, undertakings and official department and relevant company documentation.
  • Coordinate the preparation of proposals and agreements for presentation to potential clients.
  • 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 Burgess Insurance marketing to improve client interest and clarity.
  • Optimise cross department marketing and information sharing.

Personal attributes and qualifications

Essential qualifications

  • Degree level qualification in business, commerce, leisure and/or hospitality

Desirable qualifications

  • Master’s degree 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
  • Proficient with the use of business IT systems
  • Competent at problem solving
  • Fluent in spoken and written English
  • Eligible to live and work in the UK and resident within commuting distance of the London office
Closing date: 20 February, 2024
Apply for this role
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