Administrative Project Coordinator

MCM Newport•Newport, RI

5d•Onsite

About The Position

MCM is seeking an experienced professional to join our growing team. This role will support the Yacht Management Division, the Accounting Department and the Principal in meeting the high standards and level of service that MCM is known for.

Requirements

Well organized
Excellent communication skills
Strong attention to detail
Critical thinker
Excel at anticipating needs and priorities
Professional and team-oriented demeanor
Able to work well both independently and as part of a team
High degree of discretion and confidentiality is essential

Nice To Haves

Exceptional customer service skills and experience serving high-end clients is highly desired.
Working knowledge of Microsoft O365 (Teams, Word, Excel, Outlook) is preferred.

Responsibilities

Managing incoming communication, providing hospitality, and preparing for meetings. This includes answering and directing calls, welcoming office visitors, arranging refreshments, and setting up meeting spaces.
Managing travel and accommodation for key personnel and events.
Logistics coordination for boat shows and regattas.
Managing accounts for the company and yachts such as satellite communications, cell phones, etc., and reconciling monthly invoices.
Management of correspondence, mail, FedEx and DHL, both international and domestic.
Inventory management and ordering of essential office and shipping supplies.
Upkeep of office equipment and coordinating building maintenance.
Distribution of newsletters, promotional emails, and other bulk mailings.
Public relations liaison with PR companies, owners, and yards.
Maintenance of company's contact database.
Management support for yacht operations, including maintaining essential management files, coordinating travel arrangements for the yacht crew and management team, and ensuring proper documentation for international travel.
Managing accommodations, updating flight booking records, keeping yacht profiles current, and liaising with vendors for competitive pricing and services.
Maintaining a global network of yacht/ship agents to facilitate seamless maritime operations.
Manage shoreside accommodations and travel for major regattas.
Managing yacht supplies by obtaining quotes, reviewing them with relevant parties, and issuing purchase orders.
Maintaining a database of purchases, researching products for fleet discounts, and handling payments through credit cards.
Effective communication with the captain, crew, and yacht managers about the status of orders and shipping details is crucial for smooth operations.
Managing international and domestic vessel shipments, receiving packages, organizing inventory, booking and tracking shipments, creating commercial invoices, handling returns, and communications with shipping companies.
Communicating with the captains, crew, and yacht management staff to ensure seamless and timely shipping.