Administrative Director

Hornblower•Chicago, IL

3d•Onsite

About The Position

The Administrative Director oversees the city’s day-to-day administrative operations, focusing on accounting, finance, human resources, office management, and IT coordination. The role supports smooth financial processes, onboarding and payroll support, and responsive administrative services while partnering with key departments to maintain operational excellence. The position manages cash and accounting processes, including daily closeout audits, onboard sales entry, direct-bill accounts, invoice submissions, month-end reporting, accruals, and expense analysis. It also coordinates office administration, guest-complaint and injury follow-up, donations and comp passes, equipment and supplies, parking privileges, and relationships with security and property contacts. As the city’s primary contact with IT, the Administrative Director escalates technical issues, coordinates computer and telephone setup for new shipmates, arranges equipment installations and repairs, and provides basic training on log-on procedures, Outlook, and OKTA. Additional duties may be assigned. Work is performed primarily aboard a Coast Guard-inspected passenger vessel, across administrative and operational areas on multiple decks. The role requires movement through the vessel and the ability to perform duties while docked or underway, with occasional exposure to outdoor marine conditions. The position may require flexible schedules, including evenings, weekends, holidays, and extended shifts.

Requirements

High school diploma or equivalent.
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 aboard a moving vessel in varying weather and sea conditions, maintaining balance and stability while underway.
Ability to stand and walk for extended periods and navigate stairs, ladders, narrow passageways, and confined spaces aboard vessels.
Ability to lift, carry, push, and pull supplies, equipment, and inventory weighing up to 40 pounds independently.
Ability to bend, stoop, kneel, crouch, reach overhead, and perform repetitive motions.
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, and safety conditions.
Ability to communicate effectively with guests, crew members, and management in person and by radio or other communication devices.
Successful completion of 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 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 open receivables and collecting balances due.
Submit adjustment requests to Accounting for corrections to closed orders.
Manage invoice submissions according to company procedures.
Serve as the city contact for Accounting and assist with accounts payable, accounts receivable, and general ledger requests and inquiries.
Generate month-end reports and accruals according to the Accounting Department schedule.
Analyze and forecast monthly Administration Department expenses, submit adjustments and corrections, and explain significant variances.
Participate in the weekly Manager’s Meeting.
Administer donation and comp-pass requests.
Coordinate follow-up on guest complaints and guest or shipmate injuries as needed.
Ensure office equipment is functioning and repairs and maintenance are completed promptly; troubleshoot and provide technical support when possible.
Manage shipmate parking privileges or other soft benefits, if applicable.
Manage purchasing of office supplies and printed materials, including business cards, stationery, drink tickets, and vouchers.
Serve as the 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 to new shipmates on log-on procedures, Outlook, and OKTA, as appropriate.
Perform additional duties as assigned.