Director of Administration

About the Role

The successful Administrative Director oversees the city’s day-to-day administrative operations with a focus on accounting, finance, HR, office management, and IT coordination. This multifaceted role ensures smooth financial processes, efficient onboarding and payroll support, and responsive administrative services—all while partnering with key departments to maintain a high standard of operational excellence.

Responsibilities

Accounting & FinanceOversee the city’s Cash Management function, including office petty cash, local checking account, and audits of restaurant / ticket booth daily closeouts, deposits, and petty cashEnter onboard sales in Anchor for revenue recognition and audit onboard close-outs for any unusual activity, such as high voids and comps or cash shortagesAdminister 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 proceduresAct as city contact and assist Accounting Team with general requests and inquiries related to accounts payable, accounts receivable and general ledger activityGenerate all month-end reports and accruals according to the schedule established by the Accounting DepartmentAnalyze and forecast the Administration Department’s monthly expenses. Submit adjustments and corrections and provide explanations for significant variances Human ResourcesAct as HR contact between city employees and HR and Payroll DepartmentsResolve shipmate pay discrepancies in conjunction with Department Heads and HRCoordinate the distribution process for paychecksOversee and approve payroll edits in NOVAtime for all Departments as necessaryCoordinate with Recruiting and Onboarding Teams for recruitment and onboarding needs as necessaryOversee New Hire Orientation, including scheduling, presentation, and follow-upReview Company benefit options and enrollment process with new hiresAct as an advocate of the Company Benefits Program as directed by the HR DepartmentEnsure labor law posting requirements are satisfied in office, vessels, and ticket boothsCoordinate publishing schedules in Teamworx with all DepartmentsAdministration - Office ManagementParticipate in the weekly Manager’s MeetingAdminister donation and comp pass requestsJOB DESCRIPTION Last Updated: 7/30/2025Coordinate follow up with guest complaintsCoordinate follow up as needed for any guest or shipmate injuriesCoordinate 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 possibleManage shipmate 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 landlordsInformation TechnologyAct as the city’s primary contact with the IT DepartmentEscalate city IT (hardware & software) questions/issues to the IT Department when unable to resolve at the city levelCoordinate set-up of telephone and computer for all new shipmatesCoordinate all office computer installations, maintenance & repairs in conjunction with the IT Department or outside service vendors when appropriateCoordinate service/repair with outside service vendors when appropriateBasic training for new shipmates in log-on procedures, Outlook, OKTA, as appropriate

Qualifications

High School diploma or equivalent requiredMinimum 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 experienceStaff management experience preferredBachelor’s degree in a related field preferred

Required Skills

Ability to analyze and solve problemsDemonstrated ability to manage multiple priorities/tasksAbility to establish and maintain effective working relationshipsProvide advice/opinion and exercise discretion concerning confidential and sensitive mattersProficient computer and Microsoft Office skills (especially Word & Excel