Administrative Coordinator

Allen Marine

Allen Marine

Administration, Education
Posted on Friday, February 2, 2024

Summary: This position is full-time seasonal. Under the supervision of the Office Manager, the Admin Coordinator manages a multitude of projects while providing administrative support to Company Managers in a fast-paced Alaska tour operation.

Essential Duties & Responsibilities:

  • Coordinate independent visitor tour sales including:
  • Answer 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 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; trouble shoot equipment problems & schedule service calls for equipment, as needed. Maintain office supplies for division.
  • Process daily mail needs.
  • Maintain confidential and sensitive files.
  • Follow current office filing system and maintain a clean, organized office.
  • Maintain a positive work environment for employees.
  • Project professional and polished image. All crew members are required to purchase and wear uniform clothing pieces.
  • Provide additional clerical support to managers as needed and all other duties as necessary
  • Periodically running various errands such as going to the post office, bank, and refilling gas tanks.
  • Maintain a positive work environment for employees.


Minimum Qualifications:

  • Previous office or customer service experience a must; and previous experience in the visitor industry and/or a related industry preferred.
  • 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 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.
  • Must have a valid driver’s license with an acceptable driving record.
  • Must be willing and able to drive a 10-15 passenger shuttle van to run errands and drive guests from downtown Juneau to our dock in Auke Bay.
  • Must be drug free (Coast Guard pre-employment and random drug testing is required).

Traits and Characteristics:

  • Ability to maintain positive attitude in high stress & fast paced environment
  • Must have the ability to work independently & in a team-oriented environment.
  • Job requires a strong multi-tasker with highly developed communication & organizational skills.
  • Strong record of being organized, dependable and punctual

Work Environment:

Ability to work flexible schedule to include weekends and holidays.

Physical Demands:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

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

Supervisory Responsibilities: Yes

Who:

  • Administrative Assistant – Reservations
  • Administrative Assistant - Shuttle