Brokerage & 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 electronic presentations for third party listed yacht
• Preparation of weekly brokerage news
• Manage department office cars (servicing, insurance, tax, etc.)
• Assist with travel plans as required (hotels, flights, transfers)
• Diary management; department movements
• Submit/collate expenses for brokers

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 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 Athens events, CSR initiatives and social activities
• Fire warden and First aid representative
• Proactively maintain /upkeep office by organising repairs and upgrades
• Liaise with security, cleaners and general maintenance service providers
• Perform other clerical duties such as filing, binding documents, photocopying and scanning
• Processing office payments and expenses
• Stand and Boat Show cover as required, including occasional industry Open Days
• Assist with Athen office projects and ad-hoc requests

Essential skills and personal qualities:

• Fluent written and spoken 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