Department Coordinator
Working in our London office as a member of the Insurance department.
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