Key Responsibilities and Required Skills for Yacht Program Specialist — New Build & Refit Program Management, Owner's Representative

🎯 Role Definition

The Yacht Program Specialist is the central technical and program management lead for yacht new-builds, refits and complex upgrades. Acting as the Owner's Representative or program manager, this role coordinates shipyards, subcontractors, naval architects and onboard teams to ensure delivery on schedule, within budget and to defined quality, safety and regulatory standards. The role demands deep technical knowledge of marine systems, excellent stakeholder management, and proven experience running multi-discipline marine projects from specification through commissioning and warranty.

📈 Career Progression

Typical Career Path

Entry Point From:

Marine or Naval Architect (Junior / Engineer level)
Yacht Manager or Fleet Operations Coordinator
Marine Project Engineer / Commissioning Engineer

Advancement To:

Head of Yacht Programs / Fleet Director
Director of Marine Projects or Technical Director
VP of Yacht Operations or Owner's Technical Advisor

Lateral Moves:

Technical Manager / Chief Engineer (yacht)
Owner's Representative / Contract Manager
Commercial Manager for shipyard or yacht management firm

Core Responsibilities

Primary Functions

Serve as the Owner's Representative for yacht new-builds and refits, managing the full program lifecycle from contract award, through construction/refit, to commissioning, sea trials and final handover to the owner.
Develop, maintain and enforce the master program schedule, integrating shipyard milestones, subcontractor activities, procurement lead times, testing and sea trial windows to ensure on-time delivery.
Produce and manage detailed program budgets and cashflow forecasts, track cost-to-complete, identify budget variances early, and implement corrective actions to control capital expenditures on multi‑million dollar projects.
Coordinate technical specification development and tender documentation for major systems, machinery, interiors and naval architecture packages; evaluate proposals and recommend vendor selection based on technical, financial and schedule criteria.
Lead contract negotiations and change order management with shipyards and suppliers, ensuring contractual protections, clear scopes, documented approvals and invoice validation prior to payment.
Oversee QA/QC and quality assurance processes on-site and remotely: review construction reports, non-conformance reports (NCRs), technical queries (RFI/RFQs), witness critical tests and acceptance inspections.
Supervise installation, integration and commissioning of primary marine systems including propulsion, generators, electrical distribution, automation, HVAC, fresh water and sewage systems, stabilization and dynamic positioning systems where applicable.
Act as primary liaison with classification societies (ABS, Lloyd’s, RINA, DNV GL) and flag/state authorities to coordinate surveys, plan approvals, statutory certification and to ensure compliance with SOLAS, MARPOL and other regulatory requirements.
Organize and lead sea trials, acceptance tests and performance trials: define test plans, witness and document results, manage punch lists and ensure that performance criteria and contractual acceptance thresholds are met.
Manage warranty and post-delivery support processes: track defects, monitor repairs, negotiate vendor corrective action plans and ensure timely closure of warranty claims.
Create and maintain comprehensive project documentation including technical drawings, transmittal logs, inspection reports, test certificates, commissioning dossiers and final handover manuals for owner and crew.
Provide technical reviews and approvals of shop drawings, material submittals, installation procedures and piping/electrical diagrams to ensure conformity to specification and build standards.
Coordinate cross-functional teams including naval architects, interior designers, system integrators, outfitting trades and on-board crew to ensure integrated execution and to resolve interface conflicts.
Implement and maintain rigorous HSE practices on-site and during sea trials; ensure contractors and shipyard personnel adhere to safety plans, permit-to-work systems and environmental controls.
Drive risk management: identify, quantify and mitigate technical, commercial and schedule risks; maintain a program risk register and report impacts and mitigation status to stakeholders.
Facilitate owner and stakeholder communications: deliver regular program reports, executive summaries, technical briefings and visual progress updates tailored to non-technical owners and advisors.
Manage procurement of long-lead items and critical spares, verify supplier lead times, coordinate logistics, import/export paperwork, and customs clearance to prevent supply chain delays.
Lead multi-vendor integration and systems acceptance activities for complex interfaces (e.g., automation, audio-visual, communications, security) to ensure seamless handover to operations.
Supervise on-site commissioning teams and subcontractors during final outfitting and operational trials; validate crew training plans and ensure documentation for safe operation is delivered.
Drive continuous improvement of processes, checklists and commissioning procedures based on lessons learned across projects to improve future delivery and reduce rework.
Prepare, review and present regulatory submissions and technical dossiers needed for flag state inspections, tonnage certificates, safety equipment certifications and statutory compliance audits.
Oversee interior fit-out execution quality, finishes approvals and snagging processes; coordinate with interior designers and specialist subcontractors to meet owner expectations for aesthetics and function.
Conduct technical due diligence reviews for prospective refit opportunities or shipyard selections; provide realistic scope, schedule and cost estimates to support commercial decision-making.
Monitor subcontractor performance, enforce KPIs, escalate issues with corrective action plans and, where necessary, manage supplier replacement to protect program delivery.
Ensure IT and cybersecurity requirements for onboard systems are considered during specification and integration stages, including secure connectivity for remote diagnostics and vendor access.

Secondary Functions

Support ad-hoc reporting and data requests for program KPIs, dashboards and executive summaries to assist commercial and operations teams.
Contribute to the organization's long-term fleet renewal strategy and capital planning by providing technical input on lifecycle costs and upgrade paths.
Collaborate with crew training departments to translate technical documentation into operational procedures, checklists and crew training modules.
Participate in internal governance and steering committee meetings to review program status, change requests and cross-project dependencies.
Assist commercial teams in responding to RFPs and proposals by providing technical scopes, build schedules and realistic cost estimates.
Maintain an up-to-date library of technical standards, vendor contacts, and shipyard profiles to accelerate future procurement and program setup.
Support warranty claims processing, parts requisition, and supplier coordination during the post-delivery support period.
Provide mentoring and hands-on guidance to junior project engineers, commissioning leads and site representatives deployed across shipyards.
Coordinate third-party inspections and marine surveyor activities where specialized independent verification is required.
Manage archival and digital handover of all technical documentation into the Owner's Technical File or Fleet Management System.

Required Skills & Competencies

Hard Skills (Technical)

Program management for yacht new-builds and refits, including master scheduling, milestone tracking and integrated project delivery.
Deep technical knowledge of marine systems: propulsion (diesel, hybrid), electrical generation & distribution, switchboards, power management and fuel systems.
Working understanding of HVAC, plumbing, sewage treatment, stabilizers, bow/stern thrusters, bilge systems and freshwater generation.
Competence with naval architecture concepts, structural arrangements, weight & stability control and basic hydrostatic calculations.
Familiarity with classification society rules and statutory requirements (ABS, Lloyd’s Register, DNV GL, RINA), SOLAS and MARPOL compliance.
Experience with QA/QC processes, inspection regimes, NCR management, witness testing and acceptance protocols.
Contract management and commercial skills: preparing and negotiating contracts, change orders, claims management and vendor performance enforcement.
Technical procurement expertise: specification writing, vendor evaluation, long-lead item management and global logistics coordination.
Sea trial planning and execution: test plan development, instrumentation, data capture and performance acceptance criteria validation.
Proficiency with project management and scheduling tools (Microsoft Project, Primavera P6, Smartsheet or similar) and familiarity with ERP systems for procurement and cost control.
Ability to read and review technical drawings, P&IDs, electrical single-line diagrams and basic CAD outputs.
Experience with commissioning, systems integration and FAT/SAT procedures for marine equipment.
Knowledge of marine HVAC and interior finishing standards, materials selection and workmanship criteria used in superyacht construction.
Strong Excel and data analysis skills for cost tracking, variance analysis and KPI reporting.
Experience implementing HSE and permit-to-work systems in shipyard environments.

Soft Skills

Exceptional communication skills — able to translate complex technical issues into concise executive updates for owners and non-technical stakeholders.
Strong stakeholder management and diplomacy — ability to balance owner expectations, shipyard capabilities and supplier constraints.
Leadership and team coordination — manage multi-disciplinary teams, subcontractors and on-site representatives with authority and clarity.
Problem solving and decisive judgment under pressure, especially during sea trials or critical path events.
Attention to detail and quality focus to ensure build standards and finishes meet contractual and owner expectations.
Negotiation skills for contracts, change orders and supplier disputes to protect program value and schedule.
Time management and prioritization to handle competing project demands and rapid escalations.
Cultural sensitivity and interpersonal skills for working across international shipyards, suppliers and owner teams.
Resilience and adaptability to manage unpredictable timelines, weather delays and logistics constraints.
Coaching and mentoring to develop junior engineers and site staff into effective program contributors.

Education & Experience

Educational Background

Minimum Education:

Bachelor’s degree in Naval Architecture, Marine Engineering, Mechanical Engineering or related engineering discipline (or equivalent marine industry experience).

Preferred Education:

Master’s degree in Naval Architecture, Marine Engineering, Project Management or MBA; professional certifications such as PMP, Prince2 or marine surveyor accreditation are advantageous.
Additional certifications: STCW awareness for shipyard personnel, yacht-specific training courses, class society workshops.

Relevant Fields of Study:

Naval Architecture
Marine Engineering
Mechanical Engineering
Marine Systems Engineering
Project Management / Business Administration

Experience Requirements

Typical Experience Range: 5–12 years of progressive experience in yacht new-builds, large refits or complex marine projects; experience range will vary by vessel size and employer.

Preferred: 8+ years managing high-value superyacht programs or equivalent shipyard/commercial marine project management experience, proven track record with owner representation, sea trials leadership, classification interactions and multi-disciplinary team oversight.