Administrative Director - City Cruises Chicago

Position Summary: The successful Administrative Director oversees the city's day-to-day administrative operations with a focus on accounting, finance, HR, office management, and IT coordination. This multifaceted role ensures smooth financial processes, efficient onboarding and payroll support, and responsive administrative services-all while partnering with key departments to maintain a high standard of operational excellence.

Duties and Responsibilities:

Accounting & Finance

Oversee the city's Cash Management function, including office petty cash, local checking account, and audits of restaurant / ticket booth daily closeouts, deposits, and petty cashEnter onboard sales in Anchor for revenue recognition and audit onboard close-outs for any unusual activity, such as high voids and comps or cash shortagesAdminister timely billing of all direct bill accounts. Assist sales director in monitoring open receivables and collecting on balances due. Submit adjustment requests to Accounting as needed for any closed order corrections needed.Manage the city's invoice submission process according to established Company proceduresAct as city contact and assist Accounting Team with general requests and inquiries related to accounts payable, accounts receivable and general ledger activityGenerate all month-end reports and accruals according to the schedule established by the Accounting DepartmentAnalyze and forecast the Administration Department's monthly expenses. Submit adjustments and corrections and provide explanations for significant variances

Human Resources

Act as HR contact between city employees and HR and Payroll DepartmentsResolve shipmate pay discrepancies in conjunction with Department Heads and HRCoordinate the distribution process for paychecksOversee and approve payroll edits in NOVAtime for all Departments as necessaryCoordinate with Recruiting and Onboarding Teams for recruitment and onboarding needs as necessaryOversee New Hire Orientation, including scheduling, presentation, and follow-upReview Company benefit options and enrollment process with new hiresAct as an advocate of the Company Benefits Program as directed by the HR DepartmentEnsure labor law posting requirements are satisfied in office, vessels, and ticket booths

Administration - Office Management

Participate in the weekly Manager's MeetingAdminister donation and comp pass requestsCoordinate follow up with guest complaintsCoordinate follow up as needed for any guest or shipmate injuriesCoordinate and ensure all office equipment is functioning, and office equipment repairs, and maintenance occur in a timely manner, including copier and postage machine. Troubleshoot and provide technical support when possible.Manage shipmate parking privileges or other soft benefits (if applicable)Manage purchasing of office supplies and printing including business cards, and stationery, drink tickets, vouchers, etc.Act as primary liaison with the office security company and secondary contact with landlords

Information Technology

Act as the city's primary contact with the IT DepartmentEscalate city IT (hardware & software) questions/issues to the IT Department when unable to resolve at the city levelCoordinate set-up of telephone and computer for all new shipmatesCoordinate all office computer installations, maintenance & repairs in conjunction with the IT Department or outside service vendors when appropriateCoordinate service/repair with outside service vendors when appropriateBasic training for new shipmates in log-on procedures, Outlook, OKTA, as appropriate

Other

Additional duties as assigned.

Requirements & Qualifications:

High School diploma or equivalent requiredMinimum four (4) years administrative experience with accounting responsibilities (Accounts Payable (A/P) and Accounts Receivable (A/R) experience)Minimum three (3) years of cash handling experienceStaff management experience preferredBachelor's degree in a related field preferredAbility to analyze and solve problemsDemonstrated ability to manage multiple priorities/tasksAbility to establish and maintain effective working relationshipsProvide advice/opinion and exercise discretion concerning confidential and sensitive mattersProficient computer and Microsoft Office skills (especially Word & Excel)

Physical Requirements

Ability to work onboard a moving vessel in varying weather and sea conditions, including maintaining balance and stability while underway.Ability to stand and walk for extended periods, frequently throughout a shift.Ability to navigate stairs, ladders, narrow passageways, and confined spaces commonly found onboard vessels.Ability to lift, carry, push, and pull supplies, equipment, and inventory weighing up to 40 pounds independently.Ability to bend, stoop, kneel, crouch, reach overhead, and perform repetitive motions as required in food service and hospitality operations.Ability to respond quickly and effectively during normal operations, guest service situations, and emergency procedures.Ability to safely work in a fast-paced environment with exposure to moving equipment, wet surfaces, temperature variations, and moderate noise levels.Ability to visually inspect service areas, food presentation, cleanliness standards, and safety conditions.Ability to communicate effectively with guests, crew members, and management in person and via radio or other communication devices.Successfully complete vessel-specific safety and emergency training.Ability to work flexible schedules, including evenings, weekends, holidays, and extended shifts as operational needs require.

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