02/07/2022
Position Summary: The Office Coordinator assists in all areas of Charter Operations. Supports Operations, Marketing & Fleet manager with all ]variety of tasks as needed. They are responsible for assisting in facilitating charters and safety of all guests. They are involved in organizing, maintaining, ordering inventory. They are responsible for assisting in organizing & maintaining a reporting system and keeping records. They are responsible for assisting in the preparation of yachts for charter. They are responsible for assisting with the post charter inspection of yacht check-in. Customer contact and customer service is an element of the job. This is a fun, fast paced, multi-faceted position with a dynamic that requires flexibility and fortitude.
Essential Functions, Duties, Tasks, Jobs:
• Answer Phones
• Office filing/organization
• Back up for inquiry follow ups, quotes, charter questions as needed
• 10 Day Charter Forecast Weekly Team Email
• Monthly Charter Forecast Team Email
• Post Booking Filing to ensure documents are completed, accounting sent & processed, file created, notes added to Sedna
• Pre-Charter Check-In Prep - check out folders & printouts
• Post Charter Incident Report Team Communications
• Assist Fleet Services Department as needed with inventory, reports organization, maintenance logs
• Vessel Documentation & Registration tracking
• Backstock/Inventory Management for domestic – reporting to accounting for billing purposes.
• Work closely with other departments, in order to support and ensure accurate reporting, trouble shooting and guest problem resolution
• Must follow all safety regulations in the Safety Manual, perform all duties in a safe manner and maintain good safety procedures.
• Maintains excellent customer service and positive attitude towards guest, customers, clients, co-workers, etc.
• Resolve sometimes difficult & time sensitive problems, issues and complaints.
• Make routine & emergency purchases as authorized and required.
• Where applicable maintain accurate records of work performed, materials used and associated work.
• Compose professional correspondence to communicate with customers, vendors & suppliers.
• Assist in matters relating to storm & hurricane preparation of the vessels.
• Other duties and tasks as assigned by manager.
Required Qualifications, Skills & Abilities:
• Demonstrates good interpersonal and communication skills, both verbal and written.
• Must be computer literate, including a working knowledge of Office suite and comfortable utilizing a computer for all manner of work-related tasks.
• Previous experience working in an Administrative or Operations related position
• Ability to work independently
• Knowledge of basic math, weights & measurement systems
• Knowledge of safe work practices.
• Must be able to work flexible hours including evenings, weekends, and holidays
• Must have a valid US Driver's License
• Must have a vehicle for transportation
• Must speak fluent English
• Must be able to work legally in the US
Physical Requirements:
• Requires occasional stooping, kneeling, crouching, climbing and crawling.
• Mobility to navigate getting on and off vessels, climbing up and down stairs & ladders, stepping up and down, and over water, working in tight spaces, climbing to a height of up to10 feet, maintaining good balance.
• Physically able to work outside, in direct sun, in inclement weather, and some hazardous conditions.
• Requires occasional lifting, carrying, pushing, and pulling.
• Ability to lift up to 50 pounds to a 45-inch height and carry 100 yards.
• Must be able to swim.
Pay: Based on scope of previous on-the-job experience, level of skills. Previous experience in the Yacht Charter industry a plus.
Periodically duties, equipment, materials, and or job setting, other than those listed, are required and will be considered as part of the regular job while in effect. The listing of tasks is in no way to be considered a complete listing of all the possible tasks, nor is the requirement for an ability or skill a guarantee that the ability or skill is going to be used.
