YACHT ADMINISTRATOR

The Yacht Administrator acts as support to the US Fleet Management department and provides administrative services in an effective and efficient manner to the captains and crew of the managed fleet with the purpose of supporting them in the completion of their daily work activities.

Main Accountabilities and Duties:

Assisting Fleet Manager(s) as requested:

• Provide assistance to the Fleet Managers for day to day activities, and providing back up, when requested

Providing Crew administration services under the supervision of the Fleet Manager(s)

• Populate all seafarers certificates and documentation in the crew platform, issue related contracts, certificates and correspondence and to liaise with all Crew Employers, Payroll personnel as required.
• Monitor crew certificates for vessels responsible for, ensuring they are valid for the position on board in liaison with the Fleet Manager (and ISM/ISPS manager as needed).
• Provide with HR Crew advice and dispute support to Captains and crew.
• Check crew selection, rotational travel, visas and applications, issuance of Seafarers Employment Agreements and payroll.
• Supervise the application for Endorsements, Dispensations, T&S, addendum letters .
• Work closely with independent crew employment companies.
• Help the crew with their medical claims, advising them on the procedures, contacting the different insurers and sending them the information for the claims, following the unresolved ones and chasing for the fund transfers when needed.
• Make sea testimonials for the captains so they can renew their COC and Employment Testimonials.

Accounting support under the supervision of the Fleet Manager, as required:

• Deliver accurate account reporting to the clients no later than the 10th of each month.
• Point of contact for owners, captains and vendors for all financial and administrative matters as designated by the YM Director.
• Assisting in issue the yearly budgets.
• Setup bank accounts, credit cards for the crew and monitor the performance for full transparency for the client.
• Deliver accurate monthly account reports to the owners as per company standard procedure.
• Perform yacht administrative support duties as required by the owner, HOD or captains.
• Arrange payments and obtain owners/captains approval for yachts according to the operating budget.

Crew Placement:

• Assist and support the crew placement service for the US Fleet.

Required Knowledge, Skills and Experience:

• Self-motivated
• Excellent time management
• Organisational skills
• Numerical skills
• IT skills, excellent use of common Office software and Internet environment
• Ability to work independently and as a team member
• Communication skills
• Willingness to assist, i.e. pro-active attitude
• Lateral thinker with problem solving skills
• Language skills an asset
• Well presented, reliable, tolerant and determined
• Ability to deal with pressure
• Conscientious person who takes great pride in their work
• Good written skills, i.e. ability to explain complex situations

Required Knowledge, Skills and Experience:

• Minimum 2-3 years of Cruise/yachting industry experience ( shore based and on yachts )

Additional Desirable Knowledge, Skills and Experience:

• Practical knowledge of yacht operational standards and procedures; familiarity with ISM and ISPS implementation a plus.

Qualifications:

• Bachelors degree or equivalent. Work experience maybe substituted for relevant educational experience.