Northrop & Johnson California - Sales Assistant

Location	Job Category	Schedule
Newport Beach, California	Sales Assistant	Full-Time

Description

The Sales Assistant performs 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 will also 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 agency’s 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.
Updating client and deal information in the CRM.

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 updates to information.
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 the website and database.
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 with 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 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 inquiries as per procedures established.
Help handle reception duties when the receptionist is unavailable.
Manage Sales Broker’s inbox – file emails into appropriate folders, delete junk and flyers.
Ensure timely response to important emails.
Respond to clients, captains, brokers, etc. and N&J staff emails in Sales Broker’s “voice”.
Make travel arrangements, including personal travel.
Constantly be up to speed with clients the Sales Broker is working on, and learn industry names.
Arrange weekly sales briefings with the Sales Broker.
Handle any other reasonable work-related and personal items requested by the Sales Broker.
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 one’s own initiative.
Ability to think ahead and anticipate needs before they arise.
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 multitask.
Ease in interacting with people and handling teamwork.
Flexibility and availability when working at yacht shows and the company’s events.

Required Knowledge, Skills and Experience

Language Skills: Bilingual a plus.
Closing experience required.
Computer Skills: MS Word, Excel, Outlook, Adobe (Basic Photoshop, PDF), and Internet.
Bachelor’s Degree
Experience in the yachting industry is a must.
Excellent grammar and typing skills are a must.
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Qualifications

Behaviors

Preferred

Dedicated: Devoted to a task or purpose with loyalty or integrity
Team Player: Works well as a member of a group
Thought Provoking: Capable of making others think deeply on a subject
Innovative: Consistently introduces new ideas and demonstrates original thinking
Detail-Oriented: Capable of carrying out a given task with all details necessary to get the task done well