Office Manager/Charter Assistant, Denison Yachting, Newport, Rhode Island
Denison Yachting
Job Description
Job Description
As a valued member of the Denison Yachting team, you’ll play a key role in both our office operations and charter assistance in Newport, Rhode Island. Your contributions will help ensure that both the day-to-day office tasks and the more exciting world of yacht charters run smoothly and efficiently. It’s a role that blends organization and customer service, with a dash of adventure.
Administrative Responsibilities
As a valued member of the Denison Yachting team, you’ll play a key role in both our office operations and charter assistance in Newport, Rhode Island. Your contributions will help ensure that both the day-to-day office tasks and the more exciting world of yacht charters run smoothly and efficiently. It’s a role that blends organization and customer service, with a dash of adventure.
Administrative Responsibilities
- Maintain the Newport office, ordering supplies, managing promotional materials, and ensuring everything is running smoothly.
- Answer the phone, meet, and greet clients and prospective clients with a friendly, professional attitude.
- Complete and submit monthly office expense report, helping to manage the office budget and expenses.
- Keep track of Charter Specialist and office calendar, scheduling meetings and events.
- Work closely with the marketing team to ensure materials are organized and branding stays consistent.
- Assist with travel and accommodation arrangements for clients and staff.
- Assist Charter Brokers in creating customized presentations and itineraries using CharterItinerary.com and other tools.
- Handle day-to-day charter inquiries and logistics, ensuring everything is addressed with care and attention to detail.
- Support charter management by communicating between clients, captains, charter managers, and yacht agents
- Drafting and finalizing contracts using various industry-standard templates, including MYBA, CYBA, and AYCA.
- Keep charter client files up to date, ensuring all required documentation, such as KYC/AML paperwork, is submitted to accounting.
- Maintain a checklist of the charter booking process and its execution dates, including client contracts, payments, preferences, and pre-charter communications to ensure timely and seamless execution.
- Collaborate with the accounting team to handle financial details related to charter transactions.
- Draft professional letters and emails, ensuring clear and timely communication with clients and partners.
- Collaborate with the marketing team to prepare promotional materials for charter services.
- Coordinate and create charter client e-blasts using HubSpot.
- Prepare for charter shows by creating promotional content and developing informational yacht guide booklets, event schedules, and organizational tools to support the charter brokers.
- Attend and participate in local boat shows, assisting in set-up/break-down, building relationships and strengthening Denison’s presence. (as needed)
- Strong organizational skills and attention to detail
- Excellent communication skills, both written and verbal, to interact professionally with clients and team members.
- Proficient in Microsoft Office and Google Drive; experience with HubSpot is a plus.
- Ability to multitask and prioritize effectively
- Full Time, Monday to Friday
- Nights and/or weekends may be required for shows or events.
- Medical Insurance
- Dental Insurance
- Vision Insurance
- Term Life Insurance
- 401 K
- Nine Paid Holidays off
- Paid Time Off:
- 0-2 Years – 10 Days
- 3-5 Years – 13 Days
- 5 Years + 15 Days
- Employee Assistance Program (EAP)
- Long Term Disability (coverage based on tenure)
- Short Term Disability (voluntary)
- Flexible Spending (FSA)
- Health Savings Account
