Athens
Brokerage & Office Assistant
The Athens office is looking to recruit a new Brokerage & Office Assistant.
Brokerage assistant responsibilities:
- Assist with preparation of yacht selections & presentations
- Assist with all client/general correspondence
- Record all client activity in the Burgess Customer Relationship Management (CRM) system
- Monitor CRM enquiries for all brokers and assist brokers with ensuring the enquiry logs are all kept up to date
- Assist with contract preparation as required
- Assist with booking of yacht visits/inspections
- Collate and send out daily yacht and contact log
- Create electronic presentations for third party listed yacht
- Preparation of weekly brokerage news
- Manage department office cars (servicing, insurance, tax, etc.)
- Assist with travel plans as required (hotels, flights, transfers)
- Diary management; department movements
- Submit/collate expenses for brokers
Office assistant responsibilities:
- Manage reception & switchboard
- Greet and welcome guests as they arrive at the office
- Ensure reception area and meeting rooms are tidy and presentable
- Offering guests refreshments and on request, ordering working lunches
- Assist with IT setup in meeting rooms
- Receive, sort and distribute daily mail/deliveries. Where required, scan and distribute/file documents
- Franking/ organising couriers for all outgoing post
- Order office supplies (including stationary orders and first aid supplies) proactively keeping inventory of stock
- Managing Athens events, CSR initiatives and social activities
- Fire warden and First aid representative
- Proactively maintain /upkeep office by organising repairs and upgrades
- Liaise with security, cleaners and general maintenance service providers
- Perform other clerical duties such as filing, binding documents, photocopying and scanning
- Processing office payments and expenses
- Stand and Boat Show cover as required, including occasional industry Open Days
- Assist with Athen office projects and ad-hoc requests
Essential skills and personal qualities:
- Fluent written and spoken English
- Strong IT skills (especially CRM, Outlook & MS Office including Excel)
- Highly organised
- Excellent communication and diplomacy skills, are able to communicate effectively at all levels (dealing with owners, captains and colleagues)
- Ability to prioritise, multi-task and work to tight deadlines and under pressure
- Keen eye for detail and accuracy
- Confidentiality
- Good team player, but also able to act on own initiative
- Ability to attend the office Monday-Friday
Desirable skills:
- Knowledge of MS CRM and/or Adobe Photoshop
- Previous sales support experience
- Knowledge of yachting or luxury goods sector