Administrative Manager - Alcatraz Cruises

Hornblower•San Francisco, CA

11d

About The Position

The Administrative Manager provides operational leadership for administrative services, procurement, inventory management, dispatch, scheduling, shipping/receiving, vendor coordination, and facility support. This is a hands-on management position responsible for building efficient administrative systems while supporting daily operations across multiple departments. A primary responsibility of this role is establishing and maintaining a disciplined procurement and inventory management program. The Administrative Manager will work closely with Engineering, Operations, Accounting, and vendors to improve inventory accuracy, purchasing efficiency, and asset accountability while reducing administrative workload for technical staff. This is an operational leadership role that requires flexibility in work hours and days to support vessel and crew schedules, project deadlines, and staffing needs.

Requirements

Ability to effectively use and troubleshoot common office software, cloud-based applications, and company-specific systems.
Possess and maintain a current California driver’s license and satisfactory driving record.
TWIC Required.

Nice To Haves

U.S. Coast Guard Inland Masters (100 to) or equivalent preferred but not required.

Responsibilities

Manage day-to-day administrative operations across multiple departments.
Oversee purchasing, procurement, and vendor management for supplies, equipment, services, and parts.
Own and maintain the company's procurement and inventory management program.
Develop and maintain a master parts catalog and standardized inventory procedures.
Manage receiving, labeling, storage, inventory control, cycle counts, replenishment, and inventory audits.
Partner with Accounting to support inventory valuation and expense-at-use processes.
Coordinate vendor onboarding, insurance certificates, compliance documentation, purchase orders, and invoice tracking.
Support capital projects by coordinating procurement, documentation, and vendor communications.
Supervise the Dispatch Coordinator and ensure dispatch, payroll, scheduling and other duties are completed accurately and efficiently.
Perform dispatch and scheduling/payroll duties as needed to maintain operational continuity.
Coordinate shipping, receiving, and logistics for equipment, materials, and parts.
Assist departments with planning, tracking, and follow-through of repair and maintenance activities.
Coordinate contracted technical work and monitor project progress.
Serve as the primary liaison between department personnel, contractors, vendors, and management.
Coordinate with Human Resources and Accounting on administrative and operational matters.
Prepare reports, spreadsheets, inventory analyses, and operational metrics.
Maintain accurate records and ensure compliance with company policies and procedures.
Prepare and organize schedules for training crew from the hiring hall.
Create and maintain a central database of documents and records.
Work a flexible schedule, including occasional alternate shifts, extended hours, or weekends, to support operational requirements.
Create Sea Time letters upon request.
Ensure blank documents and logs are updated and in ready supply.
Create and improve current systems and processes.
Provide basic audiovisual and office technology support, including conference room equipment setup and security camera footage retrieval.
Responsible for creating, maintaining, and organizing documentation and records.
Use and help others use Helm Connect.
Support Port Captains and Port Engineer/Lead Engineer.
Stand in as vessel crew when necessary.
Comply with and enforce established policies and procedures.
Support seeking and researching incremental revenue opportunities.
Demonstrates initiative by working independently, identifying priorities, and proactively seeking out work without requiring constant direction.
Able to manage direct reports effectively and ensure work is completed.
Execute special projects as needed.
Coordinate travel and lodging as needed.
Other duties as assigned.