Administrative Coordinator

Summary for Admin Coordinator

The Administrative Coordinator manages and assists with a multitude of projects while providing administrative support to port managers. This person is responsible for answering phones, emails and in-person inquiries and helping direct crew.

Essential Duties & Responsibilities for Admin Coordinator

• Coordinate independent visitor tour sales including:
• Answer the office toll-free information line with proper telephone etiquette; must sound professional, credible, pleasant, and sincere.
• Process advance ticket sales and create periodic sales reports for submission to A/R
• Distribute passenger manifests for boat crews
• Coordinate ticket sales for local vendor contacts
• Dispatch and/or drive guest shuttles
• Answer all email inquiries professionally and with accurate grammar.
• Track A/P receipts, and petty cash fund
• Provide Clover (POS) training/support for the company retail program
• Process pre-employment paperwork for new employees; print/distribute training manuals and supplemental documents
• Receive uniforms, organize inventory, and issue to new employees
• Manage crew travel benefit to issue per diem payments
• Manage employee comp benefit program for company tours and other local excursions
• Ensure office equipment is in working order; troubleshoot equipment problems & schedule service calls for equipment, as needed. Maintain office supplies for the division.
• Process daily mail needs.
• Maintain confidential and sensitive files.

• Follow the current office filing system and maintain a clean, organized office.
• Maintain a positive work environment for employees.
• Periodically running various errands.
• Maintain a positive work environment for employees.
• Special projects may be assigned as required by the business.

• Previous office or customer service experience
• Must be able to demonstrate accurate and efficient computer skills in Microsoft Word, Excel, Outlook, and QuickBooks.
• Must be able to handle extremely confidential & sensitive information.
• Must be available to work the entire season without interruption and be available to attend the 40-hour pre-season training program.
• Must be able to be present at the assigned work area for the duration of your shift.
• Valid US driver's license and a clean driving record.
• Must pass a security background check and DOT drug test.

• Previous experience in the visitor industry and/or a related industry preferred.
• 2 years of US Driving experience with a clean driving record.
• High School Diploma or equivalent.

• Safety First: We prioritize our guests and team members' safety and well-being, ensuring secure and enjoyable experiences.
• World-Class Employment: We strive to be a world-class place of employment, valuing hard work, mentorship, a sense of ownership, and opportunities for career growth.
• World Class Guest Services: We are committed to exceeding guest expectations, delivering world-class experiences that showcase our hospitality and the beauty of Alaska.
• Collaborative Professionalism: Embracing collaboration within our organization with a professional spirit, understanding that amidst laughter and play, our dedication to excellence and integrity remains unwavering.
• Community Collaboration: Actively choosing to partner with neighbors and the community across Alaska, making a conscious effort to support local businesses and create social and economic opportunities through meaningful cooperation beyond our organization.
• Sustainability at our core: We are dedicated to sustainable operations for future generations.
• Curiosity & Innovation: We encourage a culture of curiosity and innovation, striving to be early adopters in technology and staying ahead in our commitment to continuous improvement.
• Integrity- Driven Decisions: Integrity guides every decision we make, ensuring transparency, honesty, and ethical conduct in all aspects of our operations.
• Cultural Respect & Sharing: We deeply celebrate and honor our Alaska Native heritage, fostering intergenerational connections, embracing family values, and contributing to the cultural richness of our communities.

• Position is located in an office, requires occasional walk across barge (outside) to other offices located in our facility.

• Occasionally required to lift and/or move up to 50 pounds.
• Ability to walk on uneven deck surfaces crossing from vessel to vessel.

• This is a fast-paced and dynamic work environment with a diverse workforce.
• Ability to work a flexible schedule to include weekends and holidays during the tour season.
• Must adhere to Allen Marine, Inc., & Affiliated Companies, and the United States Coast Guard Consortium Drug & Alcohol Policies & Procedures.