Administrative Assistant – Marella Discovery

negotiable Expires in 9 months

JOB DETAIL

Reports To: Executive Chef 70%, Hotel Controller 30%

Position Summary

The Administrative Assistant Marella Discovery performs designated administrative services on any designated BSSL-operated Vessel within the Marella Brand. Approximately seven hours per day is designated to completing administrative tasks for the Culinary Operations Department, and three hours for the Hotel Controller.

Essential Duties and Responsibilities

Operational 

Areas of Accountability – Culinary Administration

  • Ensure compliance of BSSL Culinary Administration Standards.
  • Process documentation
  • Print and post all information for the crew related to: Safety/Security/Drills, Training, Shipboard Information
  • Complete all daily administrative paperwork, such as excuse list and logs.
  • Print and distribute all daily checklists, including Public Health forms, for all galley middle management.
  • File all daily checklists.
  • Update Galley Crew Master List with sign ons and sign offs, on a weekly basis.
  • Prepare and print the menu for the next cruise according to Executive Chef’s instructions.
  • Prepare all evaluations and ROD to be filled in by the Executive Chef or galley middle management and fil e in appropriate place.
  • Assist the galley operation by entering requisitions for consumables and galley liquor.
  • Prepare and update all training logs for the galley personnel.
  • Update and check the daily TAR.
  • Cross check all the working times including overtimes, and acquire signatures if there are violations.
  • Check all TAR clocks and computers in the galley for reported problems.
  • Distribute the periodic detail statements and salary slips to all galley crew on a monthly basis.
  • Update the meal count on a daily basis, for the lunch and evening meals, or when there are menu changes
  • Assist one of the main dining rooms galleys in the evening with meal counts and food dispatch (47 degrees or Gallery 47).
  • Update the counts from Main Dining, Gallery 47, and specialty restaurants in ABS.
  • Generate reports from ABS for Main Dining, Gallery 47, and specialty restaurants and send to the Executive Chef and the Restaurant Manager.

Areas of Accountability – Hotel Administration

  • Provide Administrative support to all Head of Department as per daily assignment.
  • Assist Hotel Controller on pier with receiving during the loading process.
  • Assist Provision Master after loading to verify quantities received.
  • Assist Head of Department in all TAR queries.
  • Perform data entry of all inventories scheduled by the Hotel Controller, print variance reports, and submit them to the Hotel Controller.
  • Conduct Spot Checks when requested by Hotel Controller.
  • Support Crew Accountant Crew Purser during sign-on-/off process if instructed by Hotel Controller.
  • Update the TAR for in Apollo Solutions.
  • Update the violation file for all departments.
  • Assist with paperwork related to crew customs declarations.

General Accountabilities

  • Keep the Executive Chef and Hotel Controller promptly and fully informed of all relevant matters.
  • Ensure confidentiality when handling sensitive information.
  • Perform other duties as requested by shipboard management or shore side.

Training & Development

  • Attend all meetings, training activities or classes related to assigned position as required.
  • Participate in all mandatory training without excuse.

Safety Responsibilities

  • 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.
  • Participate in safety drills as required.
  • Comply with Marella Cruises’ Safety and Pollution Prevention Program
  • Comply with Marella Cruises’ Operating Procedures Resources.

Other Duties and Responsibilities

  • As assigned

Qualifications

Knowledge, experience, skill, and/or ability

Required

  • Fluent in written and spoken English,
  • Must be able to communicate effectively with the senior management.
  • Ability to lead and make decisions.
  • Good administrative skills.
  • Must 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

  • Fluency in additional language(s)

Required computer skills

  • Knowledge of Microsoft programs to include but not limited to, Outlook, Word, Excel, and Power Point
  • FBS/ICS Apollo Inventory system

Education/experience/certifications

  • High School education or better.
  • Minimum of five years food related experience and/or training.
  • 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.
  • The employee must be able to lift or move up to 55 pounds (25 kilograms) without assistance.
  • Must be able to work a minimum of ten hours per day, seven days per week.

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.