Charter & Events Operations Coordinator – Dayshift

• Manage charter booking administration, including issuing invoices, maintaining booking records, updating vessel calendars, and confirming pricing, charter times, and availability.
• Monitor and follow up agent and guest payments, including overdue invoices, charter payments, event payments, refundable security bonds, and bond refunds.
• Respond to agent and private charter enquiries regarding bookings, vessels, availability, rates, and inclusions.
• Coordinate pre-charter guest communications, including skipper details, food requirements, approved drinks, charter policies, and related information.
• Maintain operational booking files and provide schedules, guest details, and pickup and drop-off information to onsite teams.
• Maintain agent and partner information and distribute updates on vessel rates, inclusions, availability, and charter information.
• Build relationships with boat owners and support adding new vessels to the fleet.
• Maintain fleet documentation and create or update vessel and event listings across relevant websites.
• Coordinate private charter enquiries across the fleet, including checking availability and negotiating rates and inclusions.
• Manage event booking administration, payment links, outstanding payments, booking records, security bonds, and guest communications.
• Prepare and maintain passenger manifests, collect and update guest information, and coordinate briefing calls and pre-event communications.
• Provide manifests and operational information to onsite event teams.
• Send post-charter review communications and follow the appropriate review process.
• Maintain master sheets, spreadsheets, internal records, training guides, operational documentation, and email templates.
• Support operational and reporting activities, data collection, seasonal availability and rate tables, partner rate information, and other business documents.
• Provide input into sales ideas or strategies where appropriate.
• Perform other position-level duties as they arise.

Requirements

• Minimum 3 years’ relevant experience in operations coordination, charter or tourism operations, events coordination, or a similar multi-functional support role is essential.
• Experience managing bookings, payments, customer enquiries, and administrative records is essential.
• Familiarity with the tourism or charter industry is desirable.
• Strong organisational and time-management skills, with the ability to manage multiple bookings, events, deadlines, and operational priorities, are essential.
• Strong written and verbal communication skills, with confidence engaging guests, agents, boat owners, partners, and internal stakeholders, are essential.
• Strong attention to detail and accuracy across bookings, payments, guest information, manifests, calendars, and operational records is essential.
• Strong customer service skills and the ability to communicate professionally with guests and external partners are essential.
• Ability to work independently and take ownership of a broad range of day-to-day operational responsibilities is essential.
• Strong spreadsheet, record-management, and digital administration skills are essential.
• Experience supporting event operations, guest coordination, fleet administration, or partner management is highly regarded.
• Confidence discussing rates, inclusions, availability, and booking requirements with customers and external partners is highly regarded.
• Ability to manage changing priorities and work across multiple functions within a small, fast-moving business environment is essential.

Core Competencies

Demonstrates strong operational coordination capabilities, managing bookings, payments, and customer inquiries while maintaining attention to detail and accuracy. Proficient in digital administration and record management, with a focus on customer service and effective communication across various stakeholders.