Secretary One

negotiable Expires in 9 months

JOB DETAIL

Reports To: Chief Purser

Position Summary

The Secretary One position is responsible for administrative and financial managerial duties in all hotel areas as required, ensuring regular operations and handling any problems or issues that occur.

Essential Duties and Responsibilities

Operational 

  • Organize work by reading and routing correspondence, collecting information, and initiating telecommunications.
  • Prepare reports by collecting information.
  • Produce information by transcribing, formatting, inputting, editing, retrieving, copying, and transmitting text, data, and graphics.
  • Operate office equipment such as fax machines, copiers, and phone systems, and use computers for spreadsheet, word processing, database management, and other applications.
  • Keep equipment operational by following manufacturer instructions and established procedures.
  • Secures information by completing database backups.
  • Maintain inventory of office supplies by checking stock to anticipate needed supplies; place and expedite orders for supplies, and verify receipt of supplies.
  • Prepare pre-arrival documents, as well as arrival and departure documents.
  • Assist Chief Purser with ship arrival clearance, and with embarkation duties as needed, including but not limited to passenger check in.
  • Communicate with the Agent for any follow up requests regarding documents needed for ship clearance.
  • Prepare Purser log for agent in the event of movement of guests and crew at each port.
  • Update Files on N: drive with port Information.
  • Prepare EAPIS List and uploads it to CARICOM Website by Chief Purser, for Eastern Caribbean Ports.
  • Performs other duties as assigned by Chief Purser.

Training & Development

  • Attend all meetings, training activities or classes related to assigned position as required.

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.
  • Know and comply with Shipsan, the European sanitation program, and United States Public Health Rules and Regulations pertaining to his/her working area.
  • 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.
  • Experienced in coaching subordinates.
  • Must be cost and quality conscious.
  • 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

Education/experience/certifications

  • High School education or better.
  • Minimum of three years accounting-related experience on land or on ships.
  • 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.

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.