1How can you achieve this successfully without a person there?
Through first-hand experience, you can use technology to assist you with what ever you need to carry out administrative wise onboard.
If someone is available 24/7 shoreside and is contactable through WhatsApp, voice notes, FaceTime, email, phone calls, the major tasks of administration can be completed without the person being present onboard.
2How can you achieve Port Clearance/Customs and Immigration without being there?
SSP will communicate directly with the agents/maritime authorities, for the arrival and departure in and out of each port. Preparing paperwork required, ensuring the process runs smoothly.
There are different options/ways we can achieve this that would be tailored to each yacht.
We can use the Captain’s preferred agent to achieve this and deal with all information required and would contact whoever would be dealing with this in case we need added information.
Or we can use our own contacts and provide extra third-party fees before going ahead.
The physical act of having all passports etc to present at the time will have to be carried out by someone on board.
3Normally crew would go to the purser for medical bookings, etc. How can this work without you being onboard?
We can deal with the process of putting crew on the crew medical insurance, booking appointments for crew in any country of the world.
We can deal directly with the crew member to alleviate extra work on-board so the system of the person to contact for any medical bookings (SSP) would have to be implemented and the information handed to the crew when they start.
We will then cc the preferred on board contact via email or contact via phone and advise you on what we are doing, appointment times etc.
4How can you do the monthly accounts if you are not onboard?
We need to go through certain questions to establish the best way to carry this forward for each individual yacht. HOD’s can send scans of receipts, send all receipts they have separated to SSP so we can send owners office/management etc.
SSP have access to the banking statements and we can contact HOD’s for scanned copies of the receipts.
We have a questionnaire to figure out a system to benefit both parties. In the initial set up stage, we can also fly to the yacht to make sure that we are both clear on the strategy on how we are going to achieve this.
5How can you help crew with visa’s if you are not onboard?
We can deal directly with crew member to apply for visas, offering help, guidance and support through the application process as well as preparation for all visa documents required. Crew should be given SSP’s contact information.
The yacht would tell us time and date of application required. We will work directly with the crew member to ensure all is completed accurately. E.g. – Set up a template application suited for each vessel so crew can work from it.
We will communicate to Captains, HOD’s accordingly.
6How can you keep a record of crew holiday, vacation etc?
We can create spreadsheets of crew embarking/disembarking and update all HOD’s on this. We can keep this up to date for you. We can advise crew on whether to get taxi’s/a car will be waiting or someone will pick them up if needed too.
All this can be carried out successfully through general communication onboard.
7If guests need a car right away how can you sort this out?
We are contactable 24/7 and can carry out any task, easily and efficiently anywhere in the world and advise all information accordingly.
8What if the internet fails on board and you are not reachable?
From experience, this has happened many times on boats before. You cannot communicate with anyone if the internet fails on board.
The benefit is that we will still have internet and can carry on with the work needed shore side as we would have been in contact before the internet fails.
We can then touch base once the internet has recovered. We are able to carry out more work on shore than on board if this was to happen.
9How can you manage the cash accounts if you are shore side?
How ever we may decide to manage this, that suits each yachts program, you will still be handling the physical side of the cash. All receipts will be sent to us as scanned documents, using easy scanning apps.
We can input into what ever accounting program the yacht may use and touch base each week to ensure that the cash total, from each side matches.
10Are you intending to take over the purser role on board yachts? If so, will this not upset a lot of pursers in the industry?
Our intention is to never upset anyone. Our company is based on how we can assist to make things a little easier for everyone in the yachting industry.
From experience, mental welfare is what drives us the most and our wish is to push our company in the most positive way possible.
We can assist pursers if they are pushed for time. One example of this is - If charter, owners’ trips plans change etc – which in most cases, they quite often do, SSP can create an itinerary quickly for them whilst the purser can carry on with arranging all official documents for clearance, customs, immigration etc.
When itineraries change suddenly on board, which is a frequent occurrence. Time is of the essence. When these changes happen, HOD’s hours of rest often, do not comply with MLC standards. Having to work throughout the night to adapt to the change of plan put in front of them.
Tiredness, fatigue often leaves room for error and mistakes understandably are made.
If it is even a menial task that relieves any purser or captain of stress. Then we are doing our job.
11How can you assist with yacht brokers administration?
We are the perfect example of what you could use as a virtual PA.
Understanding the yachting industry from the inside, enables us to fully understand what administration
Yacht brokers require without them having to explain in detail what the yachting industry is about as well as the level of standard and clientele you are dealing with.