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Administrative Assistant

Company: Alcatraz Cruises
Location: Philadelphia
Posted on: June 12, 2021

Job Description:

City Experiences is seeking an Administrative Assistant for our City Ferry operation in Philadelphia.

About Us:

City Experiences' passion is to provide amazing experiences on land and water. Our 40-year success through organic growth and acquisitions has resulted in a portfolio of over 25+ brands that welcome upwards of 30 million guests/riders annually. If you're an enthusiastic team player who thrives in an environment where communication, creativity, and cooperation are encouraged, this may just be the opportunity for you.

About the Opportunity:

The Administrative Assistant performs a variety of general office and administrative functions while providing office and administrative support to the job site, specifically supporting the General Manager and on-site employees. The Administrative Assistant is a key position to ensure ticket sales are processed accurately and efficiently as well as applicable reconciliations and deposits occur. This position works in conjunction with key corporate personnel regarding shared services such as HR and Accounting & Finance, all while ensuring a high level of customer service is provided to guests.

About You:

This person will be adaptable, dynamic, and embody City Experiences' RESPECT Service System.

Essential Duties & Responsibilities:

  • Remain true to and champion the RESPECT Service System and Code of
  • Safety First - Safety shall remain the highest priority at all Be an active advocate of, and participant in, the HMS Ferries Safety Culture.
  • Consider reliability and efficiency with regard to Company
  • Provide onsite office management to include clean and efficient office operation; maintenance of office supplies, including postage and shipping/mailings; answer phones and assist management with day-to-day issues for the site.
  • Coordinate and schedule meetings via MS Outlook and any other applicable site calendar(s)
  • Assist with development of routine correspondence and any other required documentation as requested by the General Manager; proofread and edit materials as necessary
  • Assist with crew scheduling as needed
  • Assist with administration of Human Resources related tasks as defined and distributed by Corporate Human Resources and/or the General Manager, including but not limited to new employee orientations; communication of policies and processes; status change forms; disciplinary action and termination paperwork processing, witnessing and assistance; assist with benefits enrollments; maintenance and organization of all personnel filing; submission of payroll information and documentation to Payroll Supervisor.
  • Assemble Employee Handbooks and Crew Training Binders as needed, as well as assist with or administer employee trainings as required.
  • Be a RESPECT Service System example for
  • Manage site filing and organization to include: maintenance of Company files of all types, sort and distribute mail, maintain clean and efficient office operation, maintain office supplies (to include postage and shipping/mailings), answer phones, and assist General Manager with day-to-day issues for
  • Present professional level of customer service and appearance to all clients, both internal and external; serves as Company contact, along with onsite management, to client and guests/passengers.
  • Must work well with employees at all levels of the organization.
  • Assist with development of routine correspondence and any other required documentation as requested by management, proofread, and edit materials as necessary.
  • Assist with client billings and maintenance of AR files, purchasing and vendor
  • Organize vessel documents and manuals as directed
  • Arrange travel accommodations for crew as required and communicate same to relevant parties
  • Create reports in various programs, primarily MS Excel, in order to maintain organization of office for both self and management or Master to include: tracking, site information maintenance and analysis, as needed.
  • Additional job duties as assigned.

Requirements & Qualifications:

  • HS Diploma or equivalent
  • Valid Transportation Worker Identification Credential (TWIC) - if applicable, and/or ability to obtain and maintain
  • Valid First Aid/CPR Certification, and/or ability to obtain and maintain
  • Valid Driver's License
  • Copy of DD214, if Veteran status
  • Proficient in Excel, Word, PowerPoint, Outlook
  • Exceptional customer service skills
  • Adept with confidential, sensitive matters and information
  • Must be organized and be able to multi-task; ability to effectively manage multiple priorities of varying
  • Excellent written and verbal communication skills; must be able to communicate clearly and effectively- both orally and written
  • Complete work assignments as directed and efficiently
  • Must be a self-starter and be proactive
  • Strong interpersonal skills are required
  • Minimum of three (3) years of similar administrative experience including secretarial duties, office management, human resources, and budgeting
  • Familiar with cash handling and registers
  • Proven track record of working successfully in a team environment
  • Must be at least 18 years of age

The RESPECT Service System embodies City Experiences' mission, vision, values and operating principles. By creating a company culture that puts RESPECT at its core, we believe it will drive us to achieve our goal of becoming a Global Experiences and Transportation Leader.

City Experiences 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 status, 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, City Experiences 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.

Keywords: Alcatraz Cruises, Philadelphia , Administrative Assistant, Other , Philadelphia, Pennsylvania

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