Administrative Support, Shipboard Hr

Description

Job Summary

The Administrative Support position provides a wide range of administrative services to the Director of Shipboard Recruiting and the Shipboard HR team including but not limited to;

• Act as a fallback crew scheduler.
• Administering the collection and collation of shipboard crew pre-employment medical examination (PEME) documents.
• Processing of all Flag State Seaman’s Book applications through the Bahamian Online Information Registration System (BORIS)
• Entering of new shipboard HR employee data into the crew management system.

Essential Job Duties

General Responsibilities

• Maintain digital filing system.
• Answer phone calls in a courteous and professional manner; forward phone calls as required, introducing the caller and the purpose of the call to the recipient of the call.
• Record minutes of meetings and disseminate them in a timely fashion.
• Meet and greet visitors at the reception desk and guide visitors to the appropriate person in the department.
• Add materials to be filed to existing records or create new files if necessary.
• Act as vacation / time off relieve for Scheduling Managers
• Proofread reports, policies and general office documentation.
• Assist with crew welcome letters.
• Operate scanning, printing and other office equipment as required.
• Assist with Letters of Guarantee and Letters of Employment required to obtain visas.
• Liaise with the public relations department to update social media posts and online job advertising.
• Update turnover and attrition reports

Financial Responsibilities

• Communicate with hiring partners or other vendors in the event of invoice discrepancies. Resolve such discrepancies in favor of the company. Advise Sr. Director of Shipboard HR if invoice discrepancies or disputes cannot be resolved at the administrative support level.
• Closely cooperate with the finance department (A/P) to ensure invoices are correctly coded, submitted and approved for payment to hiring partners and other vendors.

Other Duties

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Functions, duties, responsibilities, and activities may change at any time with or without notice.

Work Environment

Works in a typical office environment with quiet-to-moderate noise generated by computer printer, fax machine and light traffic.

Physical Demands

Requires sitting, standing, walking, bending, and reaching. May require lifting or pushing up to 25 pounds. Requires manual dexterity sufficient to operate standard office machines such as computers, fax machines, calculators, the telephone, and other office equipment.

Expected Hours of Work

The position is full-time working from Monday – Friday, standard business hours. Occasional need for Overtime may be required.

Requirements

Education:

• College degree preferred.
• High School Diploma or international equivalent.

Experience:

• Previous experience administrative support of 2 years in the cruise industry.
• Good understanding of standard HR shipboard practices, international airline travel, visa and seaman’s book requirements.
• Good understanding of international geography and time zones

Skills/Qualifications:

• Familiarity with ADONIS crew management application preferred but not required.
• Discerning judgment, strong analytical skills, a savvy business sense and ability to quickly learn new industries and information.
• Basic Windows 10/11 Operating Platform knowledge.
• Ability and willingness to communicate effectively with people working in different time zones.
• Ability to manage and prioritize tasks in a dynamic, fast-paced and complex environment.
• Good knowledge of Microsoft Excel, including the building of simple formulas, applying of filters, sorting, formatting and writing of simple macros for the purpose of analyzing data.
• Good knowledge of international geography as well as the willingness to work with people of different nationalities, cultures and religions.
• Excellent written and oral English communication skills with the ability to communicate effectively at all levels of the organization, strong client and candidate management skills.
• Understanding of relational database applications.
• Microsoft Office Suite 365 and higher (Word, Excel, Outlook).
• Knowledge of general office practices, procedures and equipment; ability to prioritize tasks and work independently; strong organizational, interpersonal and communication skills; ability to interact with senior-level management.