MCM Newport Hiring for Administrative Assistant Job at Newport, RI Full Time

MCM is seeking experienced professionals to join our growing team. This role will support the Principal Partners, the Yacht Management Division, and the Accounting Department in meeting the high standards and level of service that MCM is known for.

Administrative Assistant responsibilities include, but are not limited to:

Receptionist:

• Answer all incoming calls and redirect as required
• Greet visitors to the office
• Procure food/drinks, offer coffee water to visitors and prep for meetings as necessary

Administrative:

• Tasks as directed by the Principals when necessary
• Sorting and sending the Principals’ mail
• Travel arrangements for the Principals and Directors when necessary
• Travel and accommodation arrangements for Boat Shows

Administrative support for Accounts department as needed:

• Annual setup of folders for all yachts/accounts
• Reconciling various monthly invoices

General Office support:

• Retrieving, sorting, and distributing mail
• Sending any FedEx/DHL/mail
• Inventory and ordering of office and shipping supplies
• Managing building maintenance issues and phone, office machine issues
• Sending out newsletters, promotional e-mails, and bulk mailings
• Maintaining stock and ordering MCM products (envelopes, pads, business cards)
• Media (Liaise with PR Company, Owners, Yards)
• Maintain MCM Contacts database
• Maintain Projects file

Yacht Management Support:

• Maintain Management Files
• Travel arrangements for yacht crew and Yacht Management team
• Travel letters for all international flights/marine fare flights
• Shore side accommodations (overnight flights or crew houses)
• Update booked flights spreadsheet for all new bookings
• Maintain yacht profile forms, drawings, and photos
• Research and reserve dockage as requested
• Contact fuel suppliers for pricing; confirm bunkering when required
• Research/contact agents and maintain spreadsheet of Yacht/Ship Agents worldwide

Regatta Support:

• Research villa and hotel rental pricing and options
• Organize regatta crew flights and related logistics
• Book car/van rentals as needed

Communications:

• Manage Cell Phone accounts for MCM Team and yachts – plan changes, upgrades etc.
• Manage satellite communications accounts
• Manage fleet tracking accounts
• Processing Satellite TV Activation/Deactivation paperwork and renewals

Purchasing:

• Obtaining quotes from vendors and reviewing with captain/crew/yacht managers for requested items
• Issuing purchase orders; recording purchases in database; researching products and fleet discounts
• Issue payment for orders via Credit Card, send wire transfer requests to accounting dept.
• Communicating with captain/crew on orders status and shipping

Receiving:

• Log in packages that arrive (On Hand list) and notify captain/crew
• Maintain order and stock in shipping room
• Request current shipping address and agent contact for boats
• Manage storage units for company and yachts

Shipping:

• Create new FedEx/courier accounts when necessary
• Packing, measuring, weighing boxes
• Issuing commercial invoice as needed
• Create FedEx shipment online for pickup or drop-off
• Send tracking information/copy of commercial invoices to captain and yard/agent recipient
• Arrange large shipments (containers, hazardous, general air freight, yacht transports)
• Liaise with shipping companies regarding importation/customs requirements for package destinations
• Follow up/track shipments; maintain tracking spreadsheet
• Arrange for return of broken/incorrect items
• Send mail and document packages to crew

The candidate should be well organized, have excellent communication skills, possess strong attention to detail, be a critical thinker, and have a professional and team-oriented demeanor. The candidate should be able to work well both independently and as part of a team. Exceptional customer service skills and experience serving high-end clients is highly desired. A high degree of discretion and confidentiality is essential. Light packing and occasional lifting up to 50 lbs may be required.

The position is Full-Time in the Newport office. MCM offer a “hybrid” in-office and remote schedule after completion of an initial term (to be specified at time of hire).

MCM offer a generous compensation and benefits package commensurate with experience.

Opportunities for training and career development.