Commercial Assistant & Office Manager

Job Purpose:

As the Commercial Assistant & Office Manager, 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:

Commercial Support:

• Keeping up to date all the information of the Brokers’ client portfolios & charter fleet & public information, such as technical details, photos, status, location of central agency yachts;

• Participating in Yacht Shows, when required, & open days, with preparation of relevant documentation for each yacht displayed;

• Assisting 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;

• Supporting the Market Intelligence department to manage the Client database, making updates, cleaning the database and preparing yacht selections and mailings as instructed;

• Supporting in organizing and streamlining team tasks to enhance overall commercial support efficiency;

• Preparing draft descriptions for each Central Agency yacht/Commercial Contracts;

• Organizing yacht inspections when required;

• Producing periodic reports;

• Assisting the Commercial Team in prospecting for new clients;

Reception & Office Management:

• Reception & general office duties (Log and manage enquiries for all sources: web, phone, email by monitoring the email boxes the company uses, office badges access, etc.);

• Managing the office budget, making sure we make savings and can give feedback on consumption when needed and keep updated records of office expenses and costs;

• Ordering 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;

• Managing repairs and maintenance;

• Managing shipments and distribution of mailing to the colleagues and the company, as the case may be;

• Arranging business trips for managers;

• Archives : managing the destruction of necessary documents;

• Supporting on the lunches, dinners or events organisation, when required;

Key Qualifications, Skills, Experiences and Knowledge Required:

• Fluency in English is mandatory. Proficiency in Spanish is a strong advantage;

• High School Degree;

• Computer Skills:

  • Proficiency in MS Word, Excel, Outlook, and Adobe tools (e.g., basic Photoshop and PDF editing);

  • Comfortable using the internet and databases for research and client management;

  • Familiarity with CRM tools or similar systems is a plus;

• Ideally experience in office management, or client-focused role;

• Experience in the yachting industry is highly desirable;