CORPORATE CAREERS

Office Manager & Sales Assistant


Office Location: Newport, Rhode Island

Northrop & Johnson Newport, Rhode Island, is seeking an Office Manager & Sales Assistant to perform a variety of administrative duties to support the team of Sales Brokers, ensuring the smooth flow of information and following up any secretarial activities related to the whole yacht sale process, from the central agencies’ promotion and marketing to the completion of a sale. In his/her role he/she also will be responsible for personal duties, emails, travel schedules and managing the calendar and meeting schedules.

Accountabilities

  • Keep the respective Sales Brokers up to date and focused
  • Keeping up to date all the public information, such as technical details, photos, sales status, location of the central agency yachts listed by the Sales Broker
  • Keeping up to date all the information of the Sales Broker’s client portfolios
  • Following up and keeping a record of all inquiries related to the Sales Broker’s central agency yachts
  • Producing periodic reports on the central agencies activities to help the Sales Broker report to his clients
  • Assisting the Sales Broker whenever needed
  • Covering general office duties whenever needed
  • Sending periodic updates to the yachting industry about the Sales Broker’s central agency yachts
  • Acknowledging and following accurately all the procedures related to incoming enquiries
  • Acknowledging and following accurately all the procedures related to contract signing (central agencies and sales), including gathering documents to comply with due diligence requirements
  • Managing brokerage advertising, according to the Sales Broker’s requirements

 

Duties

  • Handle all Central Agency preparation, documentation and administration for the Sales Broker
  • Handle all Due Diligence procedures
  • Prepare yacht specifications and enter all data in various databases
  • Liaise with the Marketing department for any update of information
  • Liaise with the Accounting department for any vendor invoices
  • Manage the Photo Library of each Central Agency yacht of the Sales Broker
  • Prepare draft descriptions for each Central Agency yacht of the Sales Broker
  • Create brochures and other required yacht marketing documentation for use on website and database
  • Upkeep of CRM database to ensure client accuracy
  • Follow up on any changes to yacht data and information to keep details up to date (website, databases)
  • Manage advertising and the selection of yachts to be advertised as advised by the Sales Broker
  • Prepare marketing materials and communicate to external Brokers and clients
  • Log and manage inquiries of all Central Agency yachts of the Sales Broker
  • Organize yacht inspections when required by external Brokers and/or clients
  • Attend yacht shows (as needed, primarily within the US) and open days, with the preparation of relevant documentation for each yacht displayed
  • Manage client database and prepare yacht selections and mailings as instructed by the Sales Broker
  • Prepare all administrative documentation for sale or purchase, including Due Diligence reports
  • Answer the phone, transfer calls and manage any inquiry as per procedures established.
  • Help handle reception duties
  • Manage Sales Broker’s inbox – file emails into appropriate folders, delete junk and flyers, as needed
  • Ensure timely response to important emails
  • Respond to clients, captains, brokers, etc. and N&J staff emails in Sales Broker’s “voice”
  • Assist with travel arrangements
  • Constantly be up to speed with clients the Sales Broker is working on, learn industry names
  • Ensure the Sales Team is aware of the weekly Sandler Sales Trainings (via Zoom) and Sales Meetings
  • Handle any other reasonable work-related items requested by the Sales Broker
  • Work in conjunction with the Director of Administration, to handle all closing procedures for the respective Sales Broker

Attributes

  • Well-presented and businesslike
  • Strong written, verbal and presentation skills
  • Self-motivated & self-driven
  • Ability to work on own initiative
  • Ability to think ahead and anticipate needs before they arise
  • Works well in a fast-paced environment
  • Ability to follow precise procedures
  • Excellent organization skills
  • Attention to detail and deadlines
  • Ability to maintain a high level of confidentiality at all times
  • Ability to work for different people at once, prioritize and multi-task
  • Ease in interacting with people and handling teamwork
  • Flexibility and availability when working at yacht shows and company events

Required Knowledge, Skills and Experience

  • Language skills: Bilingual a plus
  • Closing experience preferred
  • Computer Skills: MS Word, Excel, Outlook, Adobe (Basic Photoshop, PDF), Dynamics 365 (CRM) and Internet
  • Bachelor’s Degree preferred
  • Experience in the yachting industry preferred
  • Excellent grammar and typing skills a must

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