Yacht Administrator

The Yacht Administrator must offer full support to their work group(s) with a range of tasks as required to include, but not limited to:
**WORK GROUP(S) SUPPORT**
- Maintaining records for owner reports and assisting with 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.
- Draft crew updates for Client Service Teams
- Updating 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 - includes uploading invoices to HRiPAY - Approval of invoices
- Assist with insurance renewals - obtain and compare quotes
- In conjunction with the relevant person, maintain up to date records in the Company Address Book
- 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)
- Assist with payroll where required
- Answer Captain queries as required

**CREW HUMAN RESOURCES ADMINISTRATION**
- Receive or collect crew certificates and verification of validity (inc GMDSS and all non MCA Certificates)
- Arrange for visas for crew as may be required
- Upload certificates to HRCLICK - CREW
- Update BambooHR
- Sea Service Testimonials
- Crew insurance claims
- Arrange Letter of Authority if required
- Onboarding
- Set up and carry out pre-employment drug testing
- Collection of pre-employment information - certificates, NDAs and ID
- Offer letters
- Setting onboarding tasks on BambooHR
- Informing insurance
- Creating crew HRClick and adding certificates
- Monitoring of all onboarding tasks (including completion of security checks) and sending updates to Captains
- Arrange Letter of Authority if required
- Offboarding of crew and monitoring of offboarding tasks
- Informing insurance
- Updating and maintaining crew human resources database (BambooHR)
- Ensure crew profiles are complete with contracts, personal information, training information etc
- Update benefits as appropriate
- Monitoring of crew training
- Monitoring of appraisal process in collaboration with Yacht Manager

**YACHT CERTIFICATION / COMPLIANCE**
- Regular monthly monitoring and updating of Certificate Summary Sheet. Alerting yacht manager and compliance manager on expiry dates and missing certificates
- Upload certificates to HRCLICK
- Receive, scan and forward originals as appropriate
- Arrange Class, Flag and Radio surveys as required

**OPERATIONAL SUPPORT TO THE HILL ROBINSON FLEET**
- Keep up to date overviews of Orange/mobile phones, maintain communication records, assist with arranging new lines and contracts
- Berths assistance
- Fuel quotes
- Customs procedures for deliveries, storage facilities
- Concierge support as may be required
- Assist with suppliers as may be required
- Build relationships with ports, travel agencies, car rental companies, different services agencies as appropriate

**RECEPTION COVER**
- Cover as required (including lunch cover) - either on reception or at own desk
- Receive visitors / packages
- Arrange lunch cover/update

**Objectives and Responsibilities**
- 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

**Skills Required**:

- 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

**Personal Attributes**:

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