Department Coordinator

Job Purpose

The primary purpose of this role is to support the head of department in day-to-day operations as well as coordinate and support activities within the department on a global level. This will be achieved through:

• Supporting the Head of Department in day-to-day operation of Burgess Insurance Department.
• Provision of general administrative support to the Department.
• Coordinate IT, including optimal use of the company CRM system.

Functional Responsibilities

Personal Assistant to the Head of Department

• Providing administrative support to the Head of Department including but not limited to diary management, travel arrangements and general clerical support.
• Managing emails/calls/actions that do not require the attention of the Head of Department assessing importance and directing accordingly,
• Support the Department in the management and completion of various Company processes,
• Preparing documents/reports for the Head of Department including but not limited to the regular submissions of KPI data, Pay away Bonus report.
• Perform data collection, analysis and reporting to Head of Department
• Draft letters, correspondence, memos, charts, documents, tables, graphs, and plans as requested.
• Manage agenda, prepare supporting information, maintain records and action points of department meetings including but not limited to:
  • Weekly operational update meetings (Department),
  • Weekly department heads meeting,
  • Partners strategic meeting,
  • New Business Task Force bi-weekly meeting,
  • Cross Department New Business meeting.
• Any other task that is reasonably requested.

General Department Administration

• Provide general administrative and clerical support, maintaining accurate records and files at all times.
• Maintain list of managed yachts and all associated data across relevant databases to allow efficient 360 cross selling.
• Coordinate the regular update of existing and new information by BYFS across relevant databases including but not limited to NIGEL, Sharepoint, INSLY and the platform that comes to replace INSLY.
• Coordinate the Department KYC/AML effort by acting as liaison with Compliance Manager.
• Maintain all department information confidential and secure, including adherence to relevant GDPR, cyber and otherwise.
• Coordinate with HR manager on new staff inductions and department familiarizations.

Events

• Plan department conferences and functions.
• Coordinate with marketing and other departments to enhance Department representation at yacht shows/industry events.

Documentation

• Maintaining standard templates for all agreements, undertakings and official department and relevant company documentation.
• Coordinate the preparation of proposals and agreements for presentation to potential clients.
• Arranging for agreements, undertakings and other documentation to be executed on behalf of Burgess.
• Conduct initial review of agreements, undertakings and documentation from clients and coordinate response from senior members of team as relevant.
• Maintaining the website content in conjunction with Burgess marketing department.
• Developing Burgess Insurance marketing to improve client interest and clarity.
• Optimise cross department marketing and information sharing.

Personal attributes and qualifications

Essential qualifications

• Degree level qualification in business, commerce, leisure and/or hospitality

Desirable qualifications

• Master’s degree in business administration
• Industry experience – off and/or onshore

Experience and ability

• Self-motivated with a good understanding of the industry
• Skilled communicator, professional and friendly demeanour
• Proficient with the use of business IT systems
• Competent at problem solving
• Fluent in spoken and written English
• Eligible to live and work in the UK and resident within commuting distance of the London office