Administrative Manager- Hornblower Cruises & Events- Philadelphia at Hornblower Cruises and Events, LLC in Philadelphia, Pennsylvania

Job Description:

The successful Administrative Manager provides administrative support to the General Manager and city department heads, is responsible for local cash controls, ensures the timely and accurate processing of accounts payable and receivable, and efficiently resolves payroll discrepancies.

• Oversee the city’s Cash Management function, including office petty cash, local checking account, and audits of restaurant / ticket booth daily close-outs, deposits, and petty cash

• Enter onboard sales in EBMS for revenue recognition and audit onboard close-outs for any unusual activity, such as high voids and comps or cash shortages

• Administer 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 procedures

• Assist Accounting Team with general requests and inquiries related to accounts payable, accounts receivable and general ledger activity

• Generate all month-end reports and accruals according to the schedule established by the Accounting Department

• Analyze the Administration Department’s monthly expenses. Submit adjustments and corrections and provide explanations for significant variances

• Resolve crewmember pay discrepancies in conjunction with Department Heads and People Team

• Coordinate the distribution process for paychecks

• Generate manual payroll checks as needed with proper authorization

• Manage payroll edits in UltiPro Time & Attendance as necessary

• Coordinate with People Team to produce UltiPro data metrics to local teams

• Review Company benefit options and enrollment process with Full-Time Annual new hires

• Act as an advocate of the Company Benefits Program as directed by the People Team

• Ensure labor law posting requirements are satisfied in office, vessels and ticket booths

• Recruit new Ticket Office Representatives when necessary to fill vacant positions

• Provide and execute integration/training plan for each new hire

• Coach and develop Ticket Office Representatives

• Develop and execute ticket booth contests

• Manage ticket office payroll: write schedules, ensure proper staffing, and reviews and edit time and attendance records

• Maintain positive relationships with other departments (Group Sales, Administration, Food & Beverage, and Marine Operations)

• Other duties as assigned by the manager or supervisor on duty

• Administer donation and comp pass requests

• Coordinate follow up as needed for any guest or crewmember injuries

• Coordinate 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 crewmember 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

• Act as the city’s primary contact with the IT Department

• Escalate city IT (hardware & software) questions/issues to the IT Department when unable to resolve at the city level

• Coordinate set-up of telephone and computer for all new crewmembers

• Coordinate all office computer installations, maintenance & repairs in conjunction with the IT Department or outside service vendors when appropriate

• Coordinate service/repair with outside service vendors when appropriate

• Basic training for new crewmembers in log-on procedures, Outlook, OKTA, as appropriate

• Participate in local and fleet wide task forces such as The Respect Service System, and D&I

Hornblower is proud to be an Equal Employment Opportunity and Affirmative Action employer. We prohibit discrimination and or/harassment of any type, including but not limited to discrimination and or harassment based upon race, religion, religious creed, color, national origin, ancestry, citizenship, sex, sexual orientation, gender, gender identity, gender expression, age, pregnancy or relation medical conditions, childbirth, breastfeeding, parental status, veteran and/or military statue, disability (physical or mental) medical condition, genetic information or characteristics, political affiliation, domestic violence survivor status, marital status, or other characteristics prohibited by federal, state, or local law. Additional, Hornblower participates in the E-Verify program in certain locations.   

Pursuant to applicable State and local laws, including but not limited to the San Francisco Fair Chance Ordinance, we will consider for employment qualified applicants with arrest and conviction records.

Experience

Preferred

• • Provide advice/opinion and exercise discretion concerning confidential and sensitive matters • Proficient computer and Microsoft Office skills (especially Word & Excel)


• • Minimum 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 experience • Staff management experience preferred • Demonstrated ability to manage multiple priorities/tasks • Ability to establish and maintain effective working relationships

Education

Required

• High School or better

Preferred

• Bachelors or better

See job description

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