Administrative Director

Hornblower Group Inc.•Chicago, IL

4d•$65,000 - $75,000•Onsite

About The Position

The Administrative Director oversees City Cruises Chicago’s day-to-day administrative operations, with a focus on accounting, finance, human resources, office management, and IT coordination. The role supports accurate financial processes, onboarding and payroll support, responsive administrative services, and operational excellence in partnership with other departments. The position manages cash and accounting activities, including daily closeout audits, onboard sales entry, direct billing, invoice submission, accounts payable and receivable support, month-end reporting, accruals, and expense analysis. It also coordinates office operations, guest follow-up, donations and comp passes, office equipment and supplies, and IT support for the city and its shipmates. Work is performed primarily aboard a Coast Guard-inspected passenger vessel, across dining, service, storage, galley-adjacent, and administrative areas. The role involves movement between decks, potential exposure to outdoor marine conditions, and the ability to work safely while the vessel is docked or underway. The schedule may be flexible and include evenings, weekends, holidays, and extended shifts as operational needs require.

Requirements

High school diploma or equivalent required.
At least four years of administrative experience with accounting responsibilities, including accounts payable and accounts receivable experience.
At least three years of cash-handling experience.
Ability to analyze and solve problems.
Demonstrated ability to manage multiple priorities and tasks.
Ability to establish and maintain effective working relationships.
Ability to provide advice or opinions and exercise discretion concerning confidential and sensitive matters.
Proficiency with computers and Microsoft Office, especially Word and Excel.
Ability to work onboard a moving vessel in varying weather and sea conditions while maintaining balance and stability.
Ability to stand and walk for extended periods throughout a shift.
Ability to navigate stairs, ladders, narrow passageways, and confined spaces onboard vessels.
Ability to independently lift, carry, push, and pull supplies, equipment, and inventory weighing up to 40 pounds.
Ability to bend, stoop, kneel, crouch, reach overhead, and perform repetitive motions as required in food service and hospitality operations.
Ability to respond quickly and effectively during normal operations, guest service situations, and emergency procedures.
Ability to work safely in a fast-paced environment with moving equipment, wet surfaces, temperature variations, and moderate noise.
Ability to visually inspect service areas, food presentation, cleanliness standards, and safety conditions.
Ability to communicate effectively with guests, crew members, and management in person and via radio or other communication devices.
Successfully complete vessel-specific safety and emergency training.
Ability to work flexible schedules, including evenings, weekends, holidays, and extended shifts as operational needs require.

Nice To Haves

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

Responsibilities

Oversee city cash management, including petty cash, the local checking account, and audits of restaurant and ticket booth closeouts, deposits, and petty cash.
Enter onboard sales in Anchor for revenue recognition and audit onboard closeouts for unusual activity, including high voids or comps and cash shortages.
Administer timely billing for direct bill accounts and assist the Sales Director with monitoring receivables and collecting balances due.
Submit adjustment requests to Accounting for corrections to closed orders.
Manage the city’s invoice submission process in accordance with company procedures.
Serve as the city contact for Accounting requests and inquiries related to accounts payable, accounts receivable, and general ledger activity.
Generate month-end reports and accruals according to the Accounting Department’s schedule.
Analyze and forecast monthly Administration Department expenses, submit adjustments and corrections, and explain significant variances.
Participate in weekly Managers’ Meetings.
Administer donation and comp-pass requests.
Coordinate follow-up on guest complaints and, as needed, guest or shipmate injuries.
Coordinate office equipment functionality, repairs, and maintenance; troubleshoot and provide technical support when possible.
Manage shipmate parking privileges and other soft benefits, if applicable.
Manage purchasing of office supplies and printing, including business cards, stationery, drink tickets, and vouchers.
Serve as primary liaison with the office security company and secondary contact with landlords.
Serve as the city’s primary contact with the IT Department and escalate hardware or software issues that cannot be resolved locally.
Coordinate telephone and computer setup for new shipmates.
Coordinate office computer installations, maintenance, and repairs with the IT Department or outside vendors.
Coordinate service and repairs with outside vendors when appropriate.
Provide basic training for new shipmates on log-on procedures, Outlook, and OKTA, as appropriate.
Perform additional duties as assigned.