Yacht Administrator

Hill Robinson•Fort Lauderdale, FL

About The Position

Hill Robinson manages the operational complexities of superyachts and offers yacht management, project management for new builds and refits, charter management, corporate services, crew placement, payroll, recruitment, and related services. The Yacht Administrator works in the busy Yacht Operations Department and supports the business in close collaboration with Yacht Managers. The role includes administrative, reporting, accounting, insurance, travel, and crew-related support. The post holder is expected to uphold the company’s values and strategic goals, act with integrity and professionalism, and contribute to an inclusive workplace.

Requirements

Full command of English, written and spoken.
Ability to work with Microsoft Office applications: Word, Excel, Outlook, and PowerPoint.
Ability to work under pressure while managing a variety of tasks and priorities.
Ability to take responsibility and ownership of assigned tasks.
Accuracy and attention to detail.
Positive attitude toward supporting colleagues, the work group, and the company.

Nice To Haves

Knowledge of the yachting industry.
A good sense of humour.

Responsibilities

Assist the assigned line manager with activities, queries, and requests.
Assist other work groups as needed, and provide reception and phone cover when required.
Maintain records for owner reports and assist with preparing owner reports.
Check boat post trays and ensure items are forwarded regularly.
Update the company calendar with yacht or owner visits.
Keep records of yacht visits, yard visits, and owner meetings for managed yachts.
Keep Yacht Information Sheets up to date.
Provide accounting support as required.
Assist with insurance renewals by obtaining and comparing quotes.
Assist with preparing budgets.
Maintain current records in the Company Address Book or equivalent in conjunction with the relevant person.
Arrange travel and visas for team members.
Assist with expense sheets for project team members when required.
Receive or collect crew certificates and verify their validity.
Conduct background checks.
Arrange visas for crew when required.
Process applications for Flag State Dispensations, Seaman’s Discharge Books, and related matters.
Assist Yacht Managers with drafting crew Offers of Employment.
Assist Yacht Managers with requesting and following up on SEAs and ensure fully signed contracts are filed in Bamboo.
Assist Yacht Managers with termination and severance letters.
Prepare Sea Service Testimonials.
Handle crew insurance claims.