Yacht Management Department Coordinator

Functional Responsibilities

Department operations and administration 

• Support day-to-day departmental operations, priorities and action tracking.

• Prepare agendas, supporting documents and action logs for departmental meetings.

• Maintain accurate records, trackers, correspondence, reports, charts and operational documentation.

• Coordinate HR inductions and provide department familiarisation support

• Assist with diary and travel management, managing calendars, ensuring appointments and deadlines are effectively managed. Coordinate scheduling conflicts and prioritise appointments as necessary.

• Assist in coordinating internal and external meetings, including scheduling, room setup, and preparation of documentation.

Business coordination and system support

• Coordinate departmental actions, objectives, project timelines and deadline management, where required.

• Support rollout of new processes, systems and technology across Yacht Management.

• Administer and assist with various platforms and maintain accurate departmental data including but not limited to Salesforce, SharePoint, Burgess Manage, Burgess Portal, Kentico and various Microsoft applications, adhering to the wider group IT policy. Provide training and support to the department.

• Coordinate the regular update of existing and new information by YM/A’s across relevant databases

• Support analysis of managed fleet, new business, financial, and performance data for client reports and executive presentation preparations, where required.

• Prepare user guides, process notes and training support for colleagues, where appropriate. 

• Work with the Marketing Coordinator to provide operational input and marketing materials including but not limited to events and shows, website content, market reports and insights, articles and announcements without owning marketing delivery.

Documentation, governance and compliance support

• Serve as a point of contact for internal and external enquiries, redirecting them appropriately.

• Assist with proposals, agreements and supporting documentation for new and existing business and any other documentation to be executed on behalf of Burgess.

• Provide various financial reports and comparisons for the new and managed fleet such as budget comparisons and reports.

• Maintain all department information, confidential and secure, including adherence to relevant GDPR, cyber and relevant policies, as well as assisting with new and current business KYC/AML requirements and requests.

• Conduct initial review of agreements and documentation from clients and coordinate response from senior members of team as relevant.

• Coordinate new business onboarding handover to management team and assist with the invoicing system and document control.

• Where requested, provide Yacht Management Assistance in the administration of key management activities, including but not limited to Crew Administration, Payroll, Marine Operations and/or ISM/ISPS compliance, with support of the Lead YMA.

• Any other task that is reasonably requested.

Personal attributes and qualifications

Essential qualifications

• Have first rate Excel and PowerPoint skills;

• Able to use MS Office products to intermediate level;

• Skilled at organisation 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.

• Live within commuting distance to the London office.

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

Burgess is an equal opportunity employer and will happily consider candidates from all backgrounds who are able to demonstrate the required personal and professional qualities for this role.