Administrative Project Coordinator Viareggio

Administrative Project Coordinator
Viareggio
Toscana, Viareggio

FRASER Yachts is a world-leading company in yacht chartering, brokerage, yacht marketing, yacht management and new builds.

Our experience, track record and portfolio are unchallenged.

We operate in an industry devoted to delivering the highest levels of luxury.

We facilitate rare and extraordinary experiences, and we manage a broad portfolio of immensely valuable yachts, superyachts and megayachts.

Fraser's dedicated 200 member team are chosen for their enthusiasm, empowered by deep knowledge and inspired to think innovatively. Position OverviewWe are looking for an organized and proactiveAdministrative Project Coordinatorto join our team in Viareggio, Italy.

In this role, you will be key to ensuring smooth communication and coordination within the department, as well as with other teams across the company, including Marketing, Yacht Management, CID, MM, and NoJo. The Administrative Project Coordinator will provide essential support to the Head of Department by assisting with a variety of administrative tasks and managing the department's daily operations.

Your role will ensure that all projects are executed efficiently, with effective communication across teams and timely updates provided to all stakeholders.

This is a dynamic position that will require both organizational expertise and a proactive approach to managing multiple tasks and projects simultaneously. Key Duties and Responsibilities (not limited to)Attend client meetings, assist with client briefs, and prepare minutes and reports.

Draft and submit client proposals, including financial offers and project updates.

Create specific presentations and follow up with clients regarding project opportunities.

Assist in the collection of KYC documents, draft agreements/contracts, and maintain accurate filing systems.

Monthly, gather project status from the Project Manager and prepare invoicing instructions for the Financial Department.

Collect, verify, and submit invoices to clients, and track payment progress.

Gather invoices from consultants, liaise with the Project Manager to ensure compliance with project agreements, and submit them for settlement.

Collaborate with the Marketing team to organize internal and external communications related to project promotion (signed projects, completed projects, etc. ).

Manage office operations in Viareggio.

Assist the management team with organizing department meetings and events (training, team-building activities). Qualifications & SkillsPrior experience in a project coordination or administrative role, ideally within the yachting industry.

Strong organizational skills and attention to detail.

Ability to manage multiple tasks efficiently and effectively.

Proficiency in Microsoft Office Suite (Excel, Word, PowerPoint, Teams, Outlook).

Excellent communication skills in English (both written and spoken); knowledge of Italian or French is a plus.

Flexibility for light travel (Monaco office, group events, and occasional client meetings).

Full-time position based in Viareggio.