West Nautical
Vessel Management Assistant
Newcastle
Posted about 18 hours ago
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About Nautical Management Services
Nautical Management Services is a leading service provider, offering a range of solutions, including safety and security, operational management, emergency response, and full technical and project management for new build and refit projects. With a dedicated team and a strong focus on client satisfaction, we strive to deliver exceptional service to vessel owners.
As a subsidiary of the West Nautical Limited group, we provide services to luxury yacht owners and enthusiasts worldwide. Our team consists of over 50 members globally, with our head offices located in the North East.
Qualifications
Minimum Requirements
- Five GCSEs at grade C/4 or above, including English and Mathematics
Desirable Qualifications
- Additional vocational qualifications in business, hospitality, or customer service
- Further education in business administration, event management, or maritime-related fields (e.g., STCW)
- Auditing certifications
Experience
Minimum Requirements
- Previous experience in an administrative, customer service, or support role (e.g., office assistant)
Desirable Experience
- Prior experience managing yachts, either on-board or ashore
- Experience handling multiple tasks in a professional environment
- Knowledge of yacht/marine vessel management, marine surveys, and marine administration
Skills Required
Essential Skills
- Excellent communication and interpersonal skills
- Fluent English language skills (written and spoken)
- Strong organizational, time-management, and multitasking abilities
- High attention to detail and accuracy in administrative tasks
- Proficiency in MS Office Suite (Excel, Word, PowerPoint, Outlook)
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Desirable Skills
- Experience using yacht management software or CRM systems
- Project management skills
- Ability to work in a fast-paced environment and adapt to changing priorities
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Behaviours & Attributes
Essential
- Strong work ethic and willingness to learn about the maritime sector
- Excellent interpersonal skills
- High attention to detail and accuracy with a proactive approach to problem-solving
- Team player, able to collaborate with colleagues across departments
- Willingness and ability to travel when required
Desirable
- Customer-focused mindset with a passion for delivering exceptional service
- Flexibility and adaptability in handling unexpected tasks or schedule changes
Licence/Certification
- Driving Licence (preferred)
Roles & Responsibilities
- Be a full-time member of the vessel management team, supporting the wider department and assisting with office administration tasks, such as answering phone calls, sorting mail, printing, binding, and laminating
- Gain full proficiency in the in-house management system ‘Horizon,’ assist in its development, and provide user support
- Assist the Vessel Manager in maintaining the Safety Management System, ensuring proper documentation of vessel certification, seafarer certification, procedures, forms, checklists, and manuals
- Monitor hours of rest compliance, receive and track non-conformity reports (NCRs), accident reports, near misses, onboard management meeting minutes, fleet notices, permits to work, risk assessments, and risk-based procedures
- Communicate daily with clients and vessels via email, WhatsApp, and phone calls
- Conduct weekly and monthly reviews of ‘Horizon’ for compliance, manage expiring certificates, and log data in the Maintenance Manager
- Oversee the completion of weekly/monthly documentation by yacht crews
- Periodically review and suggest improvements to company documentation and internal procedures
- Maintain accurate and up-to-date records within Horizon and OneDrive by removing obsolete documents
- Participate in company training programs, internal audits, and relevant industry events
- Prepare sections of internal management meeting minutes and attend departmental meetings
- Actively contribute to the company’s emergency response procedures
- Stay informed about maritime labour laws, industry trends, accidents, and regulatory changes, ensuring the company remains up to date
- Assist with vessel management reports, including technical, project management, and compliance reports, before or after vessel surveys
- Engage in client meetings and communications as needed
- Provide on-site vessel support and participate in audits when required
- Monitor and update the Operations Manual, procedures, and checklists
- Potentially assume the role of Deputy Designated Person Ashore, Deputy Company Security Officer, or Internal Auditor (training and certification provided)
- Serve as the primary contact for specific clients, ensuring professional and timely communication.
- Support the West Nautical team with additional responsibilities, such as new build projects, surveys, yacht shows, and budgeting for vessels outside the managed fleet
- Be flexible with work events outside office hours and willing to travel for short periods with appropriate notice
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