Administrative Director - City Cruises Chicago

Hornblower Group Inc.•Chicago, IL

5d•Onsite

About The Position

The 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.

Requirements

High School diploma or equivalent required
Minimum 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 experience
Ability to analyze and solve problems
Demonstrated ability to manage multiple priorities/tasks
Ability to establish and maintain effective working relationships
Provide advice/opinion and exercise discretion concerning confidential and sensitive matters
Proficient computer and Microsoft Office skills (especially Word & Excel)

Nice To Haves

Staff management experience preferred
Bachelor’s degree in a related field preferred

Responsibilities

Oversee the city’s Cash Management function, including office petty cash, local checking account, and audits of restaurant / ticket booth daily closeouts, deposits, and petty cash.
Enter onboard sales in Anchor for revenue recognition and audit onboard close-outs for any unusual activity, such as high voids and comps or cash shortages.
Administer 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 procedures.
Act as city contact and assist Accounting Team with general requests and inquiries related to accounts payable, accounts receivable and general ledger activity.
Generate all month-end reports and accruals according to the schedule established by the Accounting Department.
Analyze and forecast the Administration Department’s monthly expenses. Submit adjustments and corrections and provide explanations for significant variances.
Act as HR contact between city employees and HR and Payroll Departments.
Resolve shipmate pay discrepancies in conjunction with Department Heads and HR.
Coordinate the distribution process for paychecks.
Oversee and approve payroll edits in NOVAtime for all Departments as necessary.
Coordinate with Recruiting and Onboarding Teams for recruitment and onboarding needs as necessary.
Oversee New Hire Orientation, including scheduling, presentation, and follow-up.
Review Company benefit options and enrollment process with new hires.
Act as an advocate of the Company Benefits Program as directed by the HR Department.
Ensure labor law posting requirements are satisfied in office, vessels, and ticket booths.
Participate in the weekly Manager’s Meeting.
Administer donation and comp pass requests.
Coordinate follow up with guest complaints.
Coordinate follow up as needed for any guest or shipmate injuries.
Coordinate 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 possible.
Manage 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 landlords.
Act as the city’s primary contact with the IT Department.
Escalate city IT (hardware & software) questions/issues to the IT Department when unable to resolve at the city level.
Coordinate set-up of telephone and computer for all new shipmates.
Coordinate all office computer installations, maintenance & repairs in conjunction with the IT Department or outside service vendors when appropriate.
Coordinate service/repair with outside service vendors when appropriate.
Basic training for new shipmates in log-on procedures, Outlook, OKTA, as appropriate.
Additional duties as assigned.