Job Description

HAL - Finance Administrative Assistant

Department: Finance

Employment Type: Fixed Term Contract

Location: Global

Reporting To: Finance Manager

The position of Administrative Assistant is responsible for providing clerical assistance to the Finance Department including the Finance Manager, Inventory Accountant, Finance Specialist and as appropriate, Payroll Accountant.

Effectively performs strong clerical reporting including, but not limited to daily reporting, end of voyage reporting, credit card processing, gift order processing and guest onboard statements. Reports may be for shipboard and/or shore side office.

Specifically for the Inventory Accountant is actively involved in cycle counts in the main storerooms and all sales outlets onboard and Guest Satisfaction reporting. Specifically for the Finance Specialist is actively involved in processing guest onboard statement, credit card processing and gift order processing.

Key Responsibilities

• Responsible for Credit Card processing reporting including initial reconciliation.
• Responsible for Gift Order process including initial reconciliation.
• Responsible for creating and daily updating food cost reports.
• Responsible for accurate administration of all internal transaction documents.
• On Loading Days assist Provision Master with the administration of Vendor Invoice processing.

General Responsibilities

• Assist Inventory Accountant & Provision Master in periodic inventory checks.
• Completing the process of End of Voyage Bar counts including reporting and reconciliation.
• Assist Inventory Accountant in creating of End of Voyage reports required by Voyage Accounting.
• Ensures Onboard System accuracy related to guest records is kept up to date.
• Comply with company policy regarding waste separation and environmental compliance
• Must be familiar and adhere with the Safety and Environmental Protection Policy and the SEMS and carry out the policies and procedures appropriate for his/her position.
• Uphold and display high standards of professionalism, integrity, honesty, attendance, punctuality, and personal appearance.
• Actively promote the use of the Company’s proprietary Navigator App and responsible for acquiring the necessary skills and knowledge to effectively assist guests with the workings of the App.
• Perform other logically related duties as assigned or as directed.

Skills, Knowledge & Expertise

• Requires College or University degree/diploma in Administration/Accounting, Hospitality, or related field.
• Minimum 1 year experience in the Hospitality Industry in Financial administrative positions showing progressive growth in responsibility.
• Marlins score of 85 and above.
• Strong analytical and management skills
• Commitment to follow established policies and procedures.
• Strong planning skills demonstrated through past experience
• Strong communication skills including written and verbal English communication.
• Good understanding of onboard Accounting and F&B Procedures
• Able to work on its own initiative.
• Working knowledge of computers and advantaged knowledge to navigate a variety of computer programs like Windows, Excel, Word and Outlook

Physical Requirements

• While performing the essential functions of this job, all team members are required to stand; walk long distances on the ship; use hands to touch, handle or feel; reach with hands and arms; talk, hear, taste and smell. All vessel positions require repetitive motion of bending, climbing, going up and down stairs and lifting more than 25 pounds. This job requires specific vision abilities to include close vision, distance vision, color vision, peripheral vision, depth perception and ability to adjust focus.
• All team members must be physically able to participate in emergency lifesaving procedures and drills. All vessel positions require full use and range of arms and legs as well as full visual, verbal and hearing abilities to receive and give instructions in the event of an emergency including the lowering of lifeboats.
• Work within different temperature changes—indoors to outdoors.
• Able to pass basic safety course.
• Ability to work 7 days per week.
• This is a minimal description of duties. Other work requirements may be necessary and assigned as business or maritime law dictates.