Yacht Administrator

Position Summary:

The Yacht Administrator works out of the Fraser Yachts office utilizing data and communication systems to manage a fleet of yachts and provides communication and administrative support to the captain and owners (or owner representatives) in coordinating the day to day management aspects of the yacht. With a strong understanding of financial principles and bookkeeping, the Yacht Administrator both processes and prepares requests, reports, and communications to and from the vessel to give an accurate picture, both financial and operational, at all times. The duties include annual budget planning and monthly accounting including financial reports and budget variances; process crew payroll in accordance with government regulations; ensuring delivery of crew mail, provide support during emergency situations to assist the yacht. The Yacht Administrator may be required to travel to the yacht to meet with the captain and crew. As a member of the yacht management team, the Yacht Administrator is expected to work with multiple vessels simultaneously and liaise closely with the Technical Superintendent on all matters.

Key Duties & Responsibilities (not limited to)

• Accounting

• Create and present the annual budget with the Technical Manager and Captain to yacht owner (or designated representative).
• 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.
• Ensure government payroll and tax procedures are followed.

• 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

• 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

• Financial Reporting

• Create monthly financial report.
• Obtain Technical Supervisor’s review of financial report.
• Send final monthly financials to owner (or designate, and possibly copy to Captain)
• Prepare monthly or quarterly funding request or contact owner if unscheduled funding is required due to budget shortfalls.
• Prepare quarterly budget reports with details and explanations to present to owner or designate, and possibly Captain regarding shortfalls or surpluses.
• Liaise with Technical Superintendent regarding work lists, shipyard works, or project funding requests.
• Track vessel spending with Technical Superintendent.

• Financial Overview

• Reconciliation of bank statements
• Credit and Debit cards:

• Request new cards and cancel as required
• Limits analysis
• Dealing with card issues (e.g., limits approvals)
• Reconciliation of statements

• Audit monthly receipts and accounts from the Captain
• Reconcile onboard Captain’s cash and credit card accounts

• Corporate Structures

• Fundamental understanding of the corporate structure of yacht owning company.
• Fundamental understanding of Tax implications or payments, e.g., Florida Dealership or VAT.
• Fundamental understanding of the yacht’s insurance.

• Owner’s and Captain’s Communications

• Conduct captain orientation in collaboration with the Technical Superintendent.
• Financial reporting.
• Funding requests – liaise with the owners, assistants and/or business associates communicating financial status or needs as approved by Technical Superintendent.
• Maintain communication with the captain throughout the month to ensure information updates, and expenditures are within budget, and any unexpected variances are reported.
• Participate in annual owner’s meeting to discuss the present and following year’s budget, financial issues, itineraries and works with Technical Superintendent.
• Participate and support Technical superintendent with any “crisis intervention: ” that may arise due to unforeseen problems with the yachts, over budget expenditures of all kinds, e.g., refit overruns, non-budgeted owner or guest use, etc.
• Report and work within the Safety Management System guidelines.

• 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

o Filing, labelling, archiving and storage of all current and previous ship documents, receipts and correspondence as needed

Job Essential Functions (essential skills, experience and qualifications)

Essential skills

• 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 required

Experience

• Working experience in the cruise or yachting industry preferred.

· Working experience in accounting or auditing

Qualifications

• Bachelors degree or equivalent. Work experience maybe substituted for relevant educational experience.

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.

· Local, national and international travel is occasionally required ranging from day to week-long trips. Ability and willingness to travel internationally to attend boat shows, visit yacht owners, captains and yachts and attend other yacht industry or company events as necessary.

· 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:

· Light lifting, pushing, walking, climbing ladders and stairs on boats and climbing into small spaces.

The Company reserves the right to add any other reasonable duties from time to time for which you are suitably qualified and to amend or change the duties which comprise the needs of the business subject to prior consultation.

Job Type: Full-time

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

Physical Setting:

• Office

Schedule:

• 8 hour shift
• Monday to Friday

Ability to commute/relocate:

• Fort Lauderdale, FL 33316: Reliably commute or planning to relocate before starting work (Preferred)

Work Location: One location