Retail Charter Assistant

Responsibilities 

Assistance/support to the Miami based Retail Charter brokers with duties including the following:

Duties

• Preparing yacht presentations and proposals for client enquiries
• Search for available yachts according to enquiry criteria and liaise with Central Agents, gathering general information on yacht availability, to report for Broker’s consideration
• Research and create client-friendly bespoke cruising itineraries for potential and booked charters using dedicated software and/or PowerPoint
• Assist with charter agreements preparation and all accompanying paperwork as required
• Ability to calculate charter figures (commission rates, discounts, charter expenses…) accurately from data provided by Broker and enter into our system
• Instruct Finance department on incoming and outgoing client funds and payments
• Provide administrative support for booked charters, assisting with documents needed in preparation for, during and after the completion of a charter
• Create and manage material for client charter app
• Maintain database with up-to-date client details including regular updating of general contact information, addresses and notes
• Record new enquiries and clients into the database and ensure the enquiry logs are all kept up to date in the system
• Create marketing lists for Brokers’ e-mailings
• Organise and update client folders
• Manage Broker’s calendar and stay on top of any due dates regarding the charter process and create shared calendar reminders (payments for charters due…)
• Research, order and coordinate pre and post charter client gifts
• Assist Brokers with business development; regularly research and data mine for potential clients
• Work alongside the global Retail Charter Assistant team on administrative tasks (i.e. website content updates, special ad-hoc projects, etc.)
• Potential to travel for yacht shows and assist with booking of yacht visits/inspections
• Collate information for department news
• Maintain the Brokers’ calendar for any planned events or meetings and assist with the promoting and marketing of services through company events and sponsorships when appropriate
• Assist with domestic and international travel plans as required (hotels, flights, transfers)
• Compile and organise Broker’s monthly expenses for Finance Department
• Assist with all client/general correspondence and with any other task reasonably required (basic IT support to the team…)
• Handle phone calls from company and industry colleagues in Broker’s absence

Attributes

Skills

• High attention to detail, and conscientiousness to record information accurately
• Strong organisational and time-management skills
• First-rate communication and diplomacy skills
• A proven ability to use Microsoft Office products to an advanced level
• Good level of numeracy
• Effect problem solving and multitasking abilities
• Experience working with multiple template formats

Essential

• Capability to work independently and take initiative but also be a complete team player
• Excellent level of written and spoken English (a second language would be appreciated)
• Ability to prioritise and complete tasks on deadline
• Ability to maintain confidentiality
• A good sense of humor
• Calm, confident and professional
• Pro-active
• College Degree (Associates Degree acceptable)
• Current Passport
• Proven ability to work in the United States
• Working hours are 9.00am to 5.30pm Mondays to Fridays. Applicants may be required stay later in the office and sometimes work on weekends due to boat shows and events.

Desirable

• Experience working in sales or customer service for luxury brands or in industries that require interaction with high-net-worth properties or individuals
• College Graduate or 1 – 2 years of experience in a support or administrative type role for a busy sales team

Location

This opportunity is in our Miami office - applicants must be willing to commute to and from the office each day.
*Only candidates with legal status to work in the US can be considered.

Applications should be made in writing, preferably via email, with an up-to-date resume and cover letter to Tim Jeffery.

No resume will be considered unless accompanied by a cover letter (add to the ‘message’ section of the application).

Burgess is an equal opportunity employer who will happily consider candidates from all backgrounds who are able to demonstrate the required personal and professional qualities for this role.

Closing date: February 19, 2024