BROKERAGE, CHARTER & OFFICE ASSISTANT

Burgess is a leading global superyacht brokerage business. During more than 45 years of operation, the company has gained an enviable reputation for success based on unbiased and honest advice, specialist expertise, high quality and attention to detail. The company provides a full range of yachting services including; sale and purchase, charter, charter management, operational management, new construction, crew employment and insurance to a very discerning clientele of ultra-high net worth individuals.The Palma office is looking to recruit a new Brokerage, Charter & Office Assistant. Brokerage assistant responsibilities:Assist with preparation of yacht selections & presentationsAssist with all client/general correspondenceRecord all client activity in the Burgess Customer Relationship Management (CRM) system Monitor CRM enquiries for all brokers and assist brokers with ensuring the enquiry logs are all kept up to dateAssist with contract preparation as requiredAssist with booking of yacht visits/inspectionsCollate and send out daily yacht and contact logCreate and send marketing information to clients when requestedPreparation of weekly brokerage newsDiary management; department movementsSubmit/collate expenses for brokers Charter assistant responsibilities: Update details on Yachtfolio – the industry intranet system providing brokers with yacht details, brochures, crew profiles, yacht schedules/availabilityCreate CAF’s & CTF’s once the charter contract is signedKeep the charter brochures up to dateAssist your Charter Manager(s) with the processing of payments such as APA to yachts and VAT to fiscal agents I the Mediterranean and other locationsPrepare Charter Agreements for owner’s use of their yachtsAssist with event arrangements such as the Burgess central agency yachts, attending charter shows and open daysPrepare reports to owners and captainsSupport the rest of the brokerage assistantsAssist with special projects as required Office assistant responsibilities:Manage reception & switchboard Greet and welcome guests as they arrive at the officeEnsure reception area and meeting rooms are tidy and presentableOffering guests refreshments and on request, ordering working lunchesAssist with IT setup for new joiners and in meeting roomsReceive, sort and distribute daily mail/deliveries. Where required, scan and distribute/file documentsFranking/ organising couriers for all outgoing post Order office supplies (including stationary orders and first aid supplies) proactively keeping inventory of stockManaging Palma events, CSR initiatives and social activitiesFire warden and First aid representative.Proactively maintain /upkeep office by organising repairs and upgradesResponsible for managing all supplier relationships, including couriers, port workers, security, maintenance services and other stakeholdersPerform other clerical duties such as filing, binding documents, photocopying and scanningProcessing office payments and expenses Accounting, billing and collectionMonitoring and periodic review of financial statementsBook travel arrangements, flights, hotels, and car hire for the whole teamProvide administrative support to the wider teamEnsure the office stays up to date with all marketing materials and information Stand and Boat Show cover as required, including occasional industry Open DaysSubject to workload be available to support cross-department assistant colleagues at busy times e.g. charter boat show preparationsAssist with Palma office projects and ad-hoc requestsEssential Skills and Personal Qualities: Fluent written and spoken Spanish and EnglishStrong IT skills (especially CRM, Outlook & MS Office including Excel)Highly organisedExcellent communication and diplomacy skills, are able to communicate effectively at all levels (dealing with Owners, Captains and Colleagues)Ability to prioritise, multi-task and work to tight deadlines and under pressureKeen eye for detail and accuracyConfidentialityGood team player, but also able to act on own initiativeAbility to attend the office Monday-Friday Desirable Skills: Knowledge of MS CRM and/or Adobe PhotoshopPrevious sales support experienceKnowledge of yachting or luxury goods sector