Marine Administrative Assistant

The Marine Administrative Assistant is responsible to provide administrative duties to the vessel’s Master, Chief Engineer, and Staff Captain.

Essential Duties and Responsibilities:

In accordance with Celebrity Cruises philosophy of the WAYS each employee always conducts oneself in a professional and courteous manner and provides personalized assistance to guests by following Celebrity’s standards of service and style, while cultivating a Customer First Experience. In addition, all duties and responsibilities are to be performed in accordance with SQM standards, USPH guidelines, environmental, and safety policies.

Each shipboard employee may be required to perform all functions in various service venues and throughout the ship.

• Assist the Master, Chief Engineer and Staff Captain with their daily administrative needs.
• Maintain overtime records and ensure the Hour Worked Records are submitted for all Marine personnel on a timely basis.
• Assist with the preparation, distribution and entering into E1 (with approval of department head and HR) of documentation of Employee Warnings, Counseling and Master’s Hearings. Attend Master’s Hearing and prepare minutes as requested. For TUIC all documentation of employee warnings, Counseling and Master's Hearings are logged into a master spreadsheet.
• Prepare requisitions for the disbursement of uniform supplies for the Marine Department.
• Assist with the distribution of incoming shore side mail for the Marine Department and coordinate and forward the outgoing Marine Office mail to the Desktop Publishing Specialist office to be placed in the weekly office mail box.
• Attend and prepare minutes for Marine meeting as required.
• Assist with the preparation of Department’s budgets.
• Maintain office-filing systems and the overall organization of the office.
• Provide copies of Emergency Telephone Contacts every third month to the following:
• Master, Chief Engineer, Staff Captain and the Bridge.
• Updates the following on regular basis; Authorities Contact List, Emergency Contact list, Marine Employee Contact List, Port Agents List and Shore to ship Communication.
• Update the Marine Address Book in Lotus note with new contact information as necessary.
• Assist with the preparation of documents for processing licenses and seamen’s books when required.
• Prepare the sign/on & sign/off reports for Marine employees and forward to the Crew Administrator or Crew Purser (in TUIC).
• Assist the Master to ensure that all ship’s certificates are accurate and current.
• Maintain the summary of qualifications as required by the flag administration.
• Assist with special Marine projects as required.
• Knowledge of SQM policy and procedures.
• Responsible to maintain the TLCs in EOne.
• Run report in EOne and TTG to ensure that all TLCs are current. In TUIC checks that deck and engine have current appropriate training and if not flags them for training.
• Process TLCs for endorsement or renewals as outlined by Flag State requirements and SQM.
• Responsible to enter the Performance Appraisals of all Deck & Engine Personnel in EOne or other appropriate database.
• Marine Administrative Assistant is responsible to send out meeting notices/invitations.
• Must coodinate with HR Manager announcements for Deck & Engine crewmembers that do not have Lotus Notes via shipboard newsletters.

Financial Responsibilities:

• Financial responsibilities for budget, expenses and/or achievement of revenue targets.
• This position is responsible for indirect cost containment through the proper use, handling and maintenance of records, reports, printed materials and equipment.

Motivational Responsibilities:

• People management responsibilities to ensure optimal performance of the function.
• This position does not have supervisory responsibilities.

Qualifications:

• Minimum hiring, language and physical requirements to perform the job.

Hiring Requirements:

• Associate Degree in Business or equivalent.
• Working knowledge of computers, Internet access, and the ability to navigate within a variety software packages such as Excel, Word, and Adobe Page Maker or related programs.
• Ability to pay close attention to detail while coordinating many functions simultaneously.
• Exceptional customer service skills to interact appropriately with guests in a considerate, professional and positive manner by showing concern and listening actively.
• Cooperative and flexible personality
• Ability to communicate tactfully and effectively with guests, department heads and crewmembers to foresee and resolve problems and negotiate resolutions.
• Marine background is a plus, but not a requirement.

Language Requirements:

• Ability to speak English clearly, distinctly and cordially with guests.
• Ability to read and write English in order to understand and interpret written procedures. This includes the ability to give and receive instructions in written and verbal forms and to effectively present information and respond to questions from guests, supervisors and co-workers.

Physical Requirements:

• While performing the duties of this job, the employee is regularly required to stand; walk; use hands to touch, handle, or feel; reach with hands and arms; talk or hear; and taste or smell. The employee must frequently lift and/or move up to 50 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus.
• All shipboard employees must be physically able to participate in emergency life saving procedures and drills. Full use and range of arms and legs as well as full visual, verbal and hearing abilities are required to receive and give instructions in the event of an emergency including the lowering of lifeboats. Ability to lift and/or move up to 50 pounds.