Charter & Events Operations Coordinator – Dayshift

This is a fully remote position, open to applicants in Philippines.

📋 Description

• Oversee the administration of charter bookings, which includes generating invoices, keeping booking records, updating vessel schedules, and verifying pricing, charter times, and availability.

• Track and manage payments from agents and guests, addressing overdue invoices, charter payments, event payments, refundable security bonds, and bond refunds.

• Address inquiries from agents and private charter clients concerning bookings, vessels, availability, rates, and included services.

• Organize pre-charter communications with guests, covering skipper details, food preferences, approved beverages, charter policies, and other relevant information.

• Keep operational booking files up to date and provide schedules, guest information, and pickup/drop-off details to onsite teams.

• Maintain updated records of agents and partners, sharing information on vessel rates, included services, availability, and charter specifics.

• Develop relationships with boat owners and assist in the integration of new vessels into the fleet.

• Ensure fleet documentation is current and create or update vessel and event listings on pertinent websites.

• Manage private charter inquiries across the fleet, including checking availability and negotiating rates and inclusions.

• Administer event booking processes, including 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 details to onsite event teams.

• Send post-charter review communications and adhere to the established review process.

• Maintain master sheets, spreadsheets, internal records, training manuals, operational documentation, and email templates.

• Support operational and reporting tasks, data collection, seasonal availability and rate tables, partner rate information, and other business documents.

• Contribute ideas or strategies for sales when relevant.

• Perform other responsibilities associated with the position as they arise.

⛳️ Requirements

• A minimum of 3 years of relevant experience in operations coordination, charter or tourism operations, events coordination, or a similar multi-functional support role is essential.

• Proven experience in managing bookings, payments, customer inquiries, and administrative records is required.

• Familiarity with the tourism or charter industry is preferred.

• Strong organizational and time-management abilities, with the capability to handle multiple bookings, events, deadlines, and operational priorities, are essential.

• Excellent written and verbal communication skills, with confidence in engaging guests, agents, boat owners, partners, and internal stakeholders, are essential.

• High attention to detail and accuracy concerning bookings, payments, guest information, manifests, calendars, and operational records is vital.

• Exceptional customer service skills and the ability to communicate professionally with guests and external partners are crucial.

• Ability to work autonomously and take ownership of a wide range of daily operational responsibilities is essential.

• Proficient skills in spreadsheets, record management, and digital administration are necessary.

• Experience in supporting event operations, guest coordination, fleet administration, or partner management is highly valued.

• Confidence in discussing rates, inclusions, availability, and booking requirements with customers and external partners is advantageous.

• Ability to adapt to changing priorities and work across multiple functions within a small, fast-paced business environment is essential.

🏝️ Benefits

• Permanent work-from-home arrangement

• Monday–Friday: 7:00 AM – 4:00 PM PHT (with adjustments for daylight saving time)

• Health Maintenance Organization (HMO) coverage for 2 dependents and medical reimbursements

• Government-mandated benefits

• Opportunities to collaborate with leading companies in Australia and beyond

• Professional training programs for career development

• Engaging company outings, team activities, and wellness sessions

• A supportive and inclusive culture

• Dedicated managers focused on your growth and success

• Competitive salary and benefits package

• Additional entitlements

• Structured career development initiatives

• A people-first culture that prioritizes stability, growth, and genuine care

• An equal opportunity and inclusive workplace