Job Description: Assistant Yacht Administrator - Ft. Lauderdale - Fraser Yachts
Job ID: 499125 POSITION SUMMARY: The primary duty of the Assistant Yacht Administrator is to provide support to the Yacht Administrators on the day-to-day operations of the yachts in Fraser’s Yacht Management fleet. The Assistant will have a general understanding of bookkeeping principles and will assist the Yacht Administrator in processing and preparing requests, reports, and communications to and from the vessels in the fleet. The Assistant’s support role includes functions such as: monthly accounting and budget variances; crew payroll; and delivery of crew mail. As a member of the management team, the Assistant Yacht Administrator is expected to work with multiple vessels simultaneously and liaise closely with the Yacht Administrators. The Assistant reports directly to the Yacht Administrator Supervisor and works closely with the Yacht Management team. MINIMAL QUALIFICATIONS: Knowledge/Skills/Attributes: Fluency in English is a requirement. The ability to speak a second language is a plus. Computer literate; proficient with MS Word, Excel and Outlook. Proficiency with QuickBooks accounting software required. Ability to communicate professionally and effectively with yacht management team. Ability to prioritize and multi-task is essential. Attention to detail and follow-up is essential. General knowledge of accounting principles preferred. Experience: Working experience in the cruise or yachting industry preferred. Working experience in bookkeeping with min of one-year. Education: Graduate of high school or equivalent. College/University education preferred. KEY DUTIES AND RESPONSIBILITIES: Accounting Enter the budget into accounting software program. Create monthly/quarterly budget variance report with details and present to Captain for approval and then to owner. Submit funding requests to owner (or designated representative) on a monthly/quarterly basis. Process monthly payroll for yacht crew. Financial Reporting Create monthly financial report. Prepare quarterly budget reports with details and explanations to present to owner or designate, and possibly Captain regarding shortfalls or surpluses. Payroll Process monthly payroll confirmation form from vessel. Prepare payroll wiring information. Prepare Federal Taxes and/or FICA taxes if American flag vessel, or US citizen (in FL office only). Send individual payroll reports to Captain. Accounts Payable Payment of all bills and invoices on a timely basis through payment approval process. Accounts Receivable Verification that charter income (if applicable) is correct and corresponding with charter contract details. Verification of any other income. Financial Overview Reconciliation of bank statements, credit and debit cards. Audit monthly receipts and accounts from the Captain Reconcile on board Captain’s cash and credit card accounts Crew Mail & Shipping Receiving and sorting of crew mail, ship’s parts, and owner’s purchases. Consolidating and shipping of parts, mail, and ship’s stores with relevant export documentation. General Filing, labeling, archiving and storage of all current and previous ship documents, receipts and correspondence as needed. Ordering of office supplies. ORGANIZATIONAL COMPETENCIES All members of the Fraser workforce are expected to embrace and exemplify the following core competencies: Teamwork: feel part of the company and of the working environment by contributing, together with co-workers, work group, other divisions and managers, to the attainment of common goals with open-mindedness and team spirit. Client Focus: understand in-house and external client requirements and constantly tailor personal activities to meet client requirements and expectations. Work planning and time management: plan and organize work by utilizing available resources efficiently (time, technology, tools, workspaces, financial means, etc.). Problem solving: capture key aspects of problems and redefine priorities, assess significant factors, develop possible solutions accordingly by resorting to experience and creatively in order to reach a solution in a reasonable time frame. Ongoing improvement: understand and exploit innovative approaches, learn from the work environment and the market in order to guarantee excellent results. Underpinning this ability is the deep-set conviction that innovation and learning truly enable people to improve themselves and the organization. WORK ENVIRONMENT AND PHYSICAL ABILITIES Work Environment: Work is conducted most often indoors in an air conditioned, illuminated office environment and periodically outdoors inspecting boats, meeting with yacht captains, and crew aboard vessels, at ports, and on floating barges. Exposure to harmful chemicals or conditions may occur while inspecting yacht engine rooms or at ports. Local travel may be required. National and international travel is not anticipated in this role. Utilization of standard office equipment is used in the working environment. Motor skills and senses needed to carry out duties include talking, listening, typing, writing, visual inspection of documents and spaces. Physical Abilities Lifting, pushing, walking, climbing ladders and stairs on boats and climbing into small spaces.