Yacht Management Assistant

Job purpose

Functional responsibilities:

The job holder will assist and support one or more Yacht Managers. Normal duties will include: 

• Day to day organization and administration of management activities provided under the terms of the respective yacht management agreement(s); 
• Liaison and co-ordination with the Crew Manager, Technical Manager, Safety & Compliance Manager, Yacht Accountants and other Yacht Manager Assistants to provide for the smooth and efficient operation of each yacht;  
• Providing a key point of contact for the yachts allocated to your team.

Duties

In accordance with the provisions of the respective Yacht Management Agreements: 

Safety and compliance:

• Maintain yacht records on Burgess Manage and ensure forms and reports are reviewed, actioned and followed up as required; 
• Assist the Yacht Manager during ISM, ISPS & MLC internal audits;  
• Plan and arrange ISM, ISPS & MLC external audits with Flag Administrations and Classification Societies; 
• Follow up with the vessel in relation to internal and external audit findings with the object of completing the required corrective actions within pre-agreed timescales; 
• Provide support and guidance to Yacht crew in the correct use of Burgess Manage. Assist with training and ongoing support as required. 

Crew management:

• Administer crew mail 
• Assist with obtaining crew certification 
• On behalf of the Yacht Manager:
  • review crew time sheets to assess compliance with hours of work & rest requirements in accordance with the Company SMS
• Where Crew are employed by BCS, on behalf of the Crew Employer:
  • Administer crew appointment, crew agreements, contracts, details, qualifications, co-ordinate crew training;
  • Perform the required tasks in the monthly payroll process;
  • Assist with crew travel and visa applications where required.

Insurance:

• Liaise with Burgess Yacht Financial Services to obtain insurance quotes;
• Assist with the administration of crew insurance claims.

Marine Operations:

• Liaise with agents to make port arrangements, berth reservations and other requirements;
• Co-ordinate logistic issues relating to the delivery of supplies and other items;
• Co-ordinate the purchase and supply of fuel and lubricating oil; 
• Assist the Yacht Manager with the preparation of monthly management reports; 
• Participate in the emergency response team.

Finance Management:

• Work in close cooperation with members of the Yacht Management Finance team to administer, monitor and manage operational expenditure against budget;
• Provide assistance and guidance to address financial questions and enquiries as they arise.

Technical:

• Liaise with the designated Technical Manager in relation to outstanding defect reports and technical matters; 
• Obtain comments relating to monthly maintenance reports; 
• Assist Yacht Managers with preparation for refits and yard periods as necessary.

Other:

• Plan and organise Yacht Managers travel plans, booking flights and hotels as required; 
• Administer Yacht Manager expense claims;
• Other tasks as reasonably requested.

Personal attributes and qualifications

The successful candidate should be able to demonstrate the following personal qualities:

Essential:

• Good IT skills; able to use MS Office products to intermediate level;
• Skilled at organization and administration of office work;
• Numerate;
• Good standard of written and spoken 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:

• At least two years experience working on yachts or for a yacht management company;
• Prior experience in a PA or administrative role;
• Fluent in one of more of the following languages: 
  • French
  • Italian
  • Spanish
  • Russian
  • Arabic
  • Mandarin
  • Cantonese

*Only candidates with legal status to work in the US can be considered.