Charter Operations Administrator

2 days ago

Singapore VALENCIA YACHTS PRIVATE LIMITED Full time

**Role Overview**:
The Charter Operations Administrator is responsible for supporting the sales and operations team in daily operations, managing client documentation, updating CRM systems, and ensuring smooth coordination between sales, charter operations, and finance. This role also includes managing listings on external sales and charter platforms to maximise visibility and bookings.

**Key Responsibilities**:
**Sales & Client Support**:

- Assist the sales team in preparing quotations, invoices, and proposals.
- Schedule charter viewings, follow-ups, and confirmations.
- Ensure proper documentation (contracts, waivers, charter agreements) is sent, signed, and archived.

**CRM & Data Management**:

- Update and maintain the CRM system with accurate lead and client data.
- Generate weekly sales and performance reports for management review.
- Segment customer database for marketing campaigns and upsell opportunities.

**Online Marketplaces & Listings**:

- Ensure descriptions, photos, pricing, and availability calendars are accurate and up to date.
- Monitor platform performance and respond to leads or messages promptly.
- Coordinate platform promotions and campaigns with the marketing team.

**Operations Coordination**:

- Liaise with operations team to confirm availability, yacht readiness, and staffing.
- Support the team during charter events when required (e.g. guest list, F&B setup coordination).
- Follow up with clients post-charter for feedback and reviews.

**Finance & Documentation**:

- Work with the accounts team on invoicing, payments, and receivables.
- Ensure all paperwork is aligned with SOPs and regulatory compliance.

**Requirements**:

- Diploma or Degree in Business Administration, Marketing, or equivalent.
- 1-3 years’ experience in a sales or admin support role.
- Proficient in Microsoft Office Suite and CRM platforms (e.g. Zoho, HubSpot).
- Familiar with listing and managing third-party sales/booking platforms.
- Excellent organizational and communication skills.
- Meticulous, proactive, and able to multitask under pressure.

**Preferred Attributes**:

- Experience in hospitality, luxury services, or maritime/yachting industry is a plus.
- Familiar with invoicing software (e.g. Xero, Zoho Books).
- Customer-first mindset with strong team collaboration.

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