Yacht Administrator

Location: Central London
Salary: £28 - £32k, depending on experience

Overall Purpose

A private family office based in Central London (Mayfair) requires a Yacht Administrator. The yacht is a 50m motor yacht which is based in Mediterranean and currently for private use only. The successful candidate will report primarily to the Chief of Staff for all matters of administration, coordination and planning relating to the yacht. The role may include some overseas (mainly European) travel.

The individual must be highly motivated with the ability to work under pressure and to deadlines within a team structure. They must be capable of accurately working on several projects at once; initiating, organizing and prioritizing tasks; and working in a fast-paced environment. With strong communication-, management-, cooperation- and interpersonal skills, the ideal candidate would present a can-do attitude, professional approach and above all high levels of integrity, discretion and confidentiality. Some flexible and out of hours working will be part of this role.

Primary Roles

  • To provide an administrative function for the smooth running and day to day management of the yacht, including payments, recruitment and itinerary planning.

Key Responsibilities

  • Coordinating with crew and managing payment of invoices (to be settled through the owning company, unless otherwise decided).

  • Coordinating with suppliers and managing payment of invoices – as above.

  • Updating the invoice tracker spreadsheet and cross checking against the ABN accounts.

  • Monthly accounts – checking cash and credit card accounts for the yacht.

  • Collating all monthly accounts into one spreadsheet with new cost centre codes (this will allow monthly financial reporting).

  • Coordinating quarterly forecasting.

  • Crew admin – annual leave requests.

  • Crew admin – monthly salary spreadsheet, coordinating with Sarnia.

  • Crew admin – leaver/joiner admin with Sarnia (contracts etc); booking flights etc.

  • HR – assisting with recruitment of interior crew – if required.

  • Weekly reporting – editing HODs weekly reports, distribution with comments to the Owners.

  • Assisting with Owner approval process for various crew requests.

  • Monitoring email inbox and responding to suppliers, crew etc.

  • Managing the cloud server, with permissions etc to use as shared space between SR, the yacht and other stakeholders.

  • Provide weekly reports from the yacht (by department) to the owners and the Chief of Staff.

Projects and Miscellaneous

  • Work closely with the Chief of Staff and other staff members on projects across the office.

  • Handle other tasks and requests which may be reasonably expected of you.

Skills and Knowledge

  • Total discretion, confidentiality and integrity at all times - Essential

  • Exceptional attention to detail - Essential

  • Excellent communication skills (oral and written) - Essential

  • Excellent organisational skills - Essential

  • Strong work ethic and team player - Essential

  • High levels of resourcefulness and the ability to always solve problems using own initiative -Essential

  • Ability to work under pressure and cope with conflicting priorities - Essential

  • Highly organised, pre-emptive and flexible - Essential

  • A positive, cheerful attitude with a willingness to ‘pitch in’ - Essential

  • Computer skills, including knowledge of MS Office (Word and Excel) - Preferred

Experience

  • Yachting or maritime experience - Preferred

  • Administrative experience including making and tracking payments - Essential

  • Self-starter able to work without close supervision - Essential

  • Working in a small team, preferably with previous private office experience - Preferred