Yacht Administrator

Working in our busy Yacht Operations Department ,you will play a pivotal role in supporting the needs of the business. Your duties will include the following.

•    To assist with all activities, queries and requests from their assigned workgroup(s)
•    To assist other work groups from time to time as may be deemed necessary
•    To assist with reception and phone cover from time to time as required

•    Monitoring emails of absentees
•    Maintaining records for owner reports and assisting with the preparation of owner reports
•    Courier preparation / Update/maintain DTN records
•    Checking boat post trays to ensure items are forwarded regularly
•    Ensure that CST meetings are scheduled on a regular basis – usually bi-weekly.
•    Draft CST meeting minutes and send to YM for review.
•    Updating the company calendar with yacht or owner visits.
•    Record keeping for the yachts managed by your work group(s): yacht visits, yard visits, owner meetings,..
•    Keeping Yacht Information Sheets up to date
•    Accounting support as may be required 
•    Assist with insurance renewals – obtain and compare quotes
•    Assist with the preparation of budgets
•    In conjunction with the relevant person, maintain up-to-date records in the Company Address Book or equivalent
•    Arranging travel/visas for members of your work group(s) as may be required
•    Expense sheets for members of your work group(s) as may be required (each person is encouraged to do their own but assistance may be required from time to time)

•    Receive or collect crew certificates and verification of validity 
•    Background checks
•    Arrange for visas for crew as may be required
•    Upload certificates to HRCLICK - CREW
•    Update Crew Index Sheet and SP files
•    Process applications for Flag State Dispensations, Seamans’ Discharge Book applications, etc.
•    Assist YM with drafting Offers of Employments for crew
•    Assist YM with requesting and chasing for SEAs and make sure fully signed contracts are on file on Bamboo
•    Assist YM with Termination and Severance letters
•    Sea Service Testimonials
•    Crew insurance claims

•    Full command of English language – written and spoken
•    Working knowledge of French – spoken essential; written and advantage
•    Ability to work with Microsoft Office – Work, Excel, Outlook, Powerpoint

•    Ability to work under pressure often juggling an assortment of tasks and priorities
•    Able to assume responsibility and ownership for the assigned tasks
•    Accuracy and attention to detail
•    Knowledge of the Yachting industry would be an advantage

•    Positive attitude to supporting members of the work group and to the entire team/company
•    Good sense of humour

Hill Robinson believes diversity drives innovation. We are proud to be an equal opportunity employer and welcome applications from candidates of all genders, ethnicities, abilities, backgrounds, and life experiences. Our commitment is to create an inclusive workplace where every individual feels respected, valued, and empowered to thrive.