Administrative Assistant

negotiable Expires in 7 months

JOB DETAIL

Department: Finance and Administration

Sub-Department: Management

Reports To: Executive Chef 70% – HR Coordinator 30% -Hotel Controller

Position Summary

The primary responsibility of the Administrative Assistant is to perform designated administrative services on any designated RSSC operated vessel within the RSSS branch, support the culinary operation with all administrative tasks, and assist all HOD with administrative duties as per daily assignment.

Essential Duties and Responsibilities

Operational

  • Efficient, prompt and accurate overall Administration.
  • Report and verify information promptly and accurately based on the documentation requirements.
  • Communicate all relevant information to the Executive Chef – HRCR and HOD’s.
  • Ensure compliance of RSSS Culinary Administration Standards and Process documentation.
  • Print and post all information for the crew related to: Safety/Security/Drills, Training, Shipboard Information
  • Fill in all daily administrative paperwork such as the Excuse list, and all SMS logs.
  • Print and distribute all daily checklists including USPH forms for all galley middle management
  • File all daily checklists.
  • Update the Meal/Pax count on daily basis for categories highlighted in the ABS Manual.
  • Monitor the data collection and entry during the course of the cruise.
  • Assist the Executive Chef during the service for the Entry of the Meal Count in the Main Galley.
  • Prepare the working menu for the next cruise according to Senior Exec Chef Instructions .
  • Print all working menus for the galley.
  • Prepare all evaluations and ROD to be filled in by the Senior Exec Chef or galley middle management.
  • Update and check the daily TAR.
  • Cross check all overtimes.
  • Assist the galley entering the food requisition.
  • Print the food requisitions of the day approved by the Exec Chef and give to the PM.
  • Follow up on all maintenance reports.
  • Prepare and update all training logs for the galley personnel.
  • Update Galley Crew Master List on weekly basis according to Senior Exec Chef Instructions .
  • Update the galley crew rotation in the master list according to Senior Exec Chef Instructions.
  • Assist HC during loading on pier with receiving process.
  • Assist PM after loading to verify received quantities .
  • Assist HOD in all TAR queries.
  • Assist with scheduled in use inventory counts.
  • Support HR Admin during sing on/off process .
  • Distribute printed materials such as requisition hard copies.
  • Assist with paperwork related to crew customs declarations .
  • Assist F&B Manager with minor office duties.
  • Assist Executive Chef with maintenance issues and put all reported jobs into maintenance system.
  • Assist in USPH walk about in taking notes and preparing the report to be sent to the Executive Chef.

Training & Development

  • Attend all meetings, training activities or classes related to assigned position as required.
  • Assist in various training programs to ensure all crew members are aware of all matters.

Safety Responsibilities

  • Ensure that all safety procedures are followed.
  • Cooperate with the Staff Captain in adhering to the Ship’s Safety Program.
  • Follow the Ship Rules & Regulations.
  • Maintain a safe and sanitary environment for all guests and crew members.
  • Follow proper procedures and instructions at all times to prevent damage of any kind to ship or company property.

Resources

  • Possess knowledge of the Fleet Administration Manual, Culinary, Supply Chain Manual, Systems Application Manual, Human Resources Manual and Shipboard Training.

Other Duties and Responsibilities

  • Inform the Executive Chef and the HRCR of all relevant matters.
  • Ensure confidentiality when handling sensitive information.
  • Achieve the primary objectives of the position and comply with the above-mentioned accountabilities i n a timely and efficient manner in accordance with SSSL policies.
  • Project a favorable image of the company, to promote its aims and objectives and foster and enhance public recognition and acceptance of all its areas and endeavor.
  • Comply with the safety and pollution prevention regulations and operating procedures at all times, participating in all relevant meetings and training sessions.
  • Participate in all mandatory training without excuse.
  • Perform all other duties as requested by shipboard management or shore side.

Qualifications

Knowledge, experience, skill, and/or ability

Required

  • Minimum 2 years of experience as HR administrator in a luxury hospitality establishment or ups ca l e cruise line.
  • Fluent in written and spoken English,
  • Communicate effectively with the senior management.
  • Ability to lead and make decisions.
  • Good administrative skills.
  • Experienced in coaching subordinates.
  • Must be cost and quality conscious.
  • Adhere to specific scheduled work hours, yet be flexible if circumstances require it.
  • Work with international team members.
  • Perform assigned duties under pressure (time constraints).

Preferred

  • Cruise Ship Experience.
  • Fluency in additional language(s)

Required computer skills

  • Knowledge of Microsoft programs to include but not limited to, Outlook, Word, Excel, and Power Point
  • Possess sufficient computer knowledge in order to use the company software.

Education/experience/certifications

  • High school diploma or international equivalent.
  • STCW.
  • Equivalent combination of education and experience.

Other Skills:

  • Knowledge of general office practices, procedures and equipment.
  • Ability to prioritize tasks and work independently.
  • Strong organizational, interpersonal and communication skills .
  • Ability to interact with senior-level management and owner representatives.

Math Ability:

  • Able to add, subtract, multiply and divide in all units of measure using whole numbers, common fractions, and decimals.

Reasoning Ability:

  • Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form.
  • Ability to deal with problems involving several concrete variables in standardized situations.

Work Environment & Physical Demands:

  • The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions for this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
  • While performing the duties of this job the employee is regularly required to: Stand; Use hands to finger, handle, or feel; Reach with hands and arms; Talk or hear and smell.
  • Must be able to lift or move up to 55 pounds (25 kilograms) without assistance.

Vision Requirements:

Ability to adjust focus, depth perception, peripheral vision, distance vision and close vision and to be able to otherwise perform the essential functions of the job in a manner that does not present danger to the employee or others with or without a reasonable accommodation.