Offer summary

Qualifications:

Full command of the English language, both written and spoken., Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint)., Knowledge of the yachting industry and crew-related matters is essential., Strong organizational skills and the ability to manage time effectively..

Key responsibilities:

Assist in collating documentation for fleet and charter vessels and ensure crew procedures are followed.

Track crew movements and update documentation in the crew database.

Help finalize client reports and monitor crew medicals and quarantine procedures.

Collaborate with team members to ensure smooth operations and assist with crew travel requirements.

Job description

This is a permanent position in Australia

About us

As the leading Yacht Management company, Hill Robinson operates at the heart of the global superyacht industry, ensuring the smooth sailing of some of the world’s most luxurious and complex vessels. With offices spanning the globe, we don’t just manage yachts—we deliver unparalleled expertise, innovation, and excellence across every aspect of yacht, aviation, and estate management.

Our powerhouse team of over 250 professionals are the driving force behind our success. From Charter Management and Yacht Operations to Crew Placement and Technical Services, we offer a full-spectrum service that keeps some of the world’s finest assets running at their best.

But what truly sets us apart?

We create extraordinary opportunities, tackle challenges head-on, and go above and beyond to make the impossible possible. Whether it’s on sea, land, or air, we are the trusted partners who turn ambition into reality.

About the role

This job description may not be inclusive of all assigned duties, responsibilities, or aspects of the job described, and may be amended at any time at the sole discretion of the Employer.
Objectives and Responsibilities
• To assist collating required documentation for the Fleet, Charter Vessels and ensure procedures are
performed by Crew for entry.
• To track crew movements via data base.
• To update crew documentation on crew data base.
• To assist with adding new crew to the data base ensuring all required documentation is saved.
• To assist finalize client reports accurately, i.e., Crew total summaries, Crew exits and arrivals, New to current Crew Lists, Hotel Crew Lists for Charter Flight groups.
• To assist monitoring and tracking when crew medicals are done via data base.
• To assist monitor quarantine procedures, keep crew informed of latest developments. Assist crew member
with queries and concerns from arrival till departure.
• To assist structure arrival and departure formalities (request immigration assistance)
• To assist with crew documentation required for Charter Flights.
• To assist with creating the Groups for ON and OFF signing crew.
• To assist with monthly reporting required for the Fleet.
• Only when required from Transfers Team to logistically assist with crew ground transport.
• To work in collaboration with other members of the ‘Team’ to ensure smooth and safe operation of the
yachts and movements.
Range of tasks as required to include, but not limited to:
Administration:
• Help maintain the crew database as per request from the Crew Data Team
• Assist with the crew structure on board the vessels
• Help maintain database systems to record all movements and provide reports as required for crew
movements, client requirements and for financial purposes.
• Help maintain policies and procedures for Crew Logistics Department.
• Help to undertake pre/post season reviews, reports and recommendations.

Crew Concierge and Logistics:
• Assist with tracking and reporting of all crew whilst internationally as required.
• To assist the Team with any crew travel requirements (year-round) as requested by
Captains/Pursers/Fleet Crew Manager/Yacht Managers/Fleet Superintendent.
• To assist with ensuring all data is updated and logistics of movements is in order for Transfers to follow from
what is entered on the Masterfile for flights and crew movements.
Skills Required:
• Full command of English language – written and spoken.
• PC literacy – Microsoft (Work, Excel, Outlook, PowerPoint etc.)
• Knowledge of yachting industry and crew related matters.
• Logistical thinking for problem solving.
• Self-motivated / Action orientated.
• Initiative and independence.
• Dependability.
• Adaptability.
• Organisation ability and time management.
• Tactfully manage situations of conflict.