Office Administrator

Overall Purpose

Essential skills include organization and logistics, problem solving, supply management, inventory control, verbal communication. To be a professional representation of Hill Robinson’s brand and values and provide a client-centric service to internal and external clients. Be able to manage and find solutions to day to day challenges in the office.

Responsibilities

Clerical and office :

• Answers multiple phone lines and responds to caller's questions or directs the call to the appropriate party
• Greets visitors; responds to questions, provides information, documents, instructions or directs visitor to appropriate party
• Ensure the office is always smart, professional and ready to receive visitors
• Responds to requests for information via mail, phone or in-person
• Maintain company calendar and monitors staff schedules and client allocations
• Understand inter-company communications and establish a network with the main points of contact in each office
• Supporting the recruiters – reference checks, ensuring certificates are up to date etc.
• Opens, sorts and distributes incoming company and crew mail and processes outgoing mail including couriers and international deliveries; prepare shipments to fleet vessels
• Responsible for office cleanliness, maintenance and repairs as needed
• Responsible for maintaining and ordering inventory of supplies, keeping office stocked, organized and in good working order
• Trouble shoot and arrange IT assistance when needed for shared equipment; printers etc.
• Greet crew visitors and field initial requests for appointments with Crew Specialist
• Assist with requests from the company partners
• Ensure the office Facilities are taken care off.
  
  

Charter /Brokerage Support, Including Special Events Assistance With

• Boat show planning and coordination, as well as special event planning
• Preparation of sales presentations; promotional material
• Market research, media monitoring and web references
  
  

Crm

• Assist Hill Robinson with accuracy of contact files and company address books; performs data entry into client database
  
  

Person, skills, and knowledge Specification

Essential

• Valid Driver’s License
• Ability to travel freely
• Ability to legally work in the United States
• Previous shore-based yachting exposure (management company, captain/crew support, shipyard project admin, etc.)
• A highly developed sense of responsibility and understanding of confidentiality
• Excellent spoken and written English
• Resilience and ability to work under pressure in a fast-moving and constantly changing environment with a willingness to adopt a hands-on approach
• Excellent organisational skills, and the ability to prioritise competing demands
• Advanced level of technical proficiency and computer literacy (MS Office)
• Confident liaising with internal and external stakeholders to complete tasks successfully
• Experience in using relevant technology; Information management systems
• Self-motivated and able to work on own initiative
  
  

Preferred

• 1 years’ industry experience preferred
• Additional experience working aboard a yacht as crew and/or other industry related experience a benefit but not essential
• Associates Degree or other relevant experience an advantage.
  
  

It is our expectation that the post holder upholds, demonstrates and lives up to our company values and works diligently towards our strategic goals and objectives, underpinned by our 5 pillars (Sustainable Growth, Business Efficiency, Trusted Partner, Culture, and Environment, Social & Governance) and that they do so with integrity and professionalism.

Hill Robinson believes diversity drives innovation. We are proud to be an equal opportunity employer and welcome applications from candidates of all genders, ethnicities, abilities, backgrounds, and life experiences. Our commitment is to create an inclusive workplace where every individual feels respected, valued, and empowered to thrive.

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