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Yacht Operations Coordinator

2 months ago

Newport, Rhode Island, United States MCM Newport Full time
Job Overview

Salary:
MCM Newport is in search of a skilled professional to enhance our dynamic team. This position will assist the Yacht Management Division, the Finance Department, and the Principal in upholding the exceptional standards and service quality that MCM is recognized for.

Key Responsibilities:

Reception Duties:

Oversee incoming communications, ensure a welcoming atmosphere, and prepare for meetings. Responsibilities include managing phone calls, greeting visitors, arranging refreshments, and setting up meeting environments.

Administrative Support:

Coordinate travel and lodging for key personnel and events, while organizing and maintaining financial documentation for yachts. This includes logistics management for boat shows and regattas, overseeing accounts for the company and yachts, such as satellite communications and mobile devices, and reconciling monthly statements.

General Office Assistance:

Handle correspondence, mail, and courier services, both international and domestic. Responsibilities also include managing inventory and ordering essential office supplies. Provide general office support, ensuring the upkeep of office equipment and coordinating building maintenance. Communication tasks involve distributing newsletters, promotional materials, and other bulk mailings. Act as a liaison with public relations firms, yacht owners, and shipyards, while maintaining the company's contact database.

Yacht Management Assistance:

Support yacht operations by maintaining essential management files, coordinating travel for yacht crew and management, and ensuring proper documentation for international journeys. This includes managing accommodations, updating flight records, keeping yacht profiles current, and liaising with vendors for competitive pricing and services. Maintain a global network of yacht and ship agents to facilitate smooth maritime operations.

Regatta Coordination:

Oversee shoreside accommodations and travel arrangements for major regattas.

Procurement Management:

Manage yacht supplies by obtaining quotes, reviewing them with relevant stakeholders, and issuing purchase orders. Maintain a database of purchases, research products for fleet discounts, and handle payments via credit cards. Effective communication with the captain, crew, and yacht managers regarding order status and shipping details is essential for seamless operations.

Shipping and Receiving:

Oversee international and domestic vessel shipments, receive packages, organize inventory, book and track shipments, create commercial invoices, handle returns, and communicate with shipping companies. Collaborate with captains, crew, and yacht management staff to ensure timely and efficient shipping.

The ideal candidate will be highly organized, possess excellent communication skills, demonstrate strong attention to detail, and exhibit critical thinking abilities. They should excel at anticipating needs and priorities, maintain a professional and team-oriented demeanor, and work effectively both independently and collaboratively. Exceptional customer service skills and experience with high-end clientele are highly valued. A high degree of discretion and confidentiality is required. Proficiency in Microsoft O365 (Teams, Word, Excel, Outlook) is preferred.

This is a Full-Time position based in the Newport office.

MCM offers a competitive compensation and benefits package commensurate with experience.

This role provides opportunities for training and career advancement to become part of the senior yacht management team.