As the Office Manager & Commercial Assistant, you’ll play a key role in maintaining smooth front-office operations, including the thoughtful coordination of enquiries, by phone when required, or in person, and confidently direct them internally to the appropriate contacts in line with company guidelines.
You will oversee the administrative and operational activities of the office and as support the commercial functions.
This is a key role that keeps the office running efficiently while supporting a professional and approachable environment.
Key Responsibilities
Office management duties:
- Ensure the office and in particular the reception area is tidy, clean and presentable, with all necessary stationery and material;
- Producing monthly reports;
- In charge of managing the office budget, making sure we make savings and can give feedback on consumption when needed;
- Keep updated records of office expenses and costs;
- Order stationery, coffee, milk, and any supplies needed, making sure we are never low in stock. Verify the kitchen supplies: refill what has to be refilled and verify the whiteboard for missing items to order;
- Managing repairs and maintenance;
- Shipments management and distribution of mailing to the colleagues and the company, as the case may be;
- Answer the phone, taking the message or forwarding the call to the appropriate colleague, when required;
- Making sure the calls are forwarded to the good interlocutor, by noting the messages and that clients are recontacted in a timely manner;
- Attending to anyone coming into to office, using the log, handing out visitors’ badges and offering refreshments;
- Manage the meeting room schedule, make sure it is always clean and tidy, and offer refreshments to guests;
- Arranging business trips for managers;
- Making sure new starters have access to the building and their IT equipment is ready to use;
- Archives : manage the destruction of necessary documents;
- Organizing events, lunches and dinners when required;
Concierge enquiries:
- Monitor the email boxes the company uses; emails should be answered as soon as possible but not later than within the hour;
- According to our procedure, forward the enquiry to the appropriate interlocutor;
- Keep a log of all enquiries and produce monthly reports;
Commercial Support:
- Keeping up to date all the information of the Brokers’ client portfolios. & charter fleet & public information, such as technical details, photos, sales status, location of central agency yachts;
- Participate in the Yacht Shows & open days, when required, with preparation of relevant documentation for each yacht displayed;
- Assist internal interlocutors, when required;
- Following up & keeping a record of all enquiries;
- Acknowledging & following accurately all the procedures related to contract signing, including gathering documents to comply with due diligence requirements and KYC requirements;
- Keeping up to date all the information of the Brokers’ client portfolios. & charter fleet & public information, such as technical details, photos, sales status, location of central agency yachts;
- When and as required, provide general support in relation to report creation, conversion and update of accounts, including regularly cleaning the database;
Key Qualifications, Skills, Experiences and Knowledge Required
- Language Skills: English, French, Spanish, mandatory. Additional languages would be a plus;
- High School Degree;
- Computer Skills: MS Word, Excel, Outlook, Adobe (Basic Photoshop, PDF), Internet;
Job Types: Full-time, Permanent
Work Location: In person