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 to 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 humor. 

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.

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.