Administrative Assistant / Coordinator

UBS is a company specialized in boat parking and maintenance. When a client purchases a boat but doesn’t have space to park it, we store it for them. We are also expanding into maintenance, offering a comprehensive “one-stop shop” service.

We have a dedicated team of skippers responsible for launching, retrieving, and cleaning boats. A second activity involves managing catamarans with dedicated crews.

Job Description:

The Administrative Assistant / Coordinator will support the Administrative Manager and Accountant within the Ultimate Boat Services group. The selected candidate will be part of the operations team and report to the management team. This is a dynamic role that requires strong multitasking abilities, solid organizational skills, and effective communication.

Main Responsibilities:

• Provide general administrative support to the Administrative Manager and Accountant

• Answer phone calls and emails professionally

• Prepare and manage quotes, invoices, and cashbooks

• Manage stocks and place supply orders (office, cleaning, laundry supplies)

• Maintain and update filing systems (paper and digital)

• Respond to internal (employee) and external (client) requests

• Coordinate boat bookings (including shared ownership) and liaise with the crew

• Maintain an accurate calendar for deadlines (license renewals, vehicles, etc.)

• Manage licenses for boats and cars provided to clients

• Extract and send invoices to clients on a monthly basis

• Collaborate with teams to organize boat launch/retrieval schedules

• Supervise laundry supplies and ensure proper distribution

HR-related tasks (in collaboration with the Accountant):

• Monitor time tracking via fingerprint system

• Track leave, absences, local forms, and sick leave

• Keep basic HR files up to date