Salary Range $16 – $18/HR
City Experiences is seeking a Administrative Coordinator for our HMS Ferries operation in Oklahoma City, Oklahoma.
About You:
This person will be adaptable, dynamic, and embody City Experiences’ RESPECT Service System.
About the Opportunity:
The Administrative Coordinator performs general office and administrative functions for Oklahoma River Cruises. This position also provides general support and project specific assistance to the General Manager and/or Senior Captain while remaining a key point of contact between the operation and the Division or Corporate Offices. The Administrative Coordinator also works in conjunction with key corporate personnel regarding shared services such as HR and Accounting & Finance, all while ensuring a high level of customer service is provided to guests.
Essential Duties & Responsibilities:
- Safety First. Be an active advocate of, and participant in, the HMS Ferries Safety Culture. Safety shall remain the highest priority at all times.
- Remain true to and champion the RESPECT Service System and Code of Conduct.
- Consider reliability and efficiency with regard to Company Operations.
- Manage site filing and organization to include: maintenance of Company files of all types, sort and distribute mail, maintain clean and efficient office operation, maintain office supplies (to include postage and shipping/mailings), answer phones, and handle day-to-day issues for site.
- Assist General Manager with daily administrative tasks, possibly including development, proofreading, or editing of correspondence.
- Coordinate and schedule meetings as requested.
- Forward A/P information to the Division and Corporate office for processing.
- Maintain record keeping for sales receipts, exchanges, and expenditures.
- Maintain all inventory items, purchase and restock inventory.
- Update and maintain all programs necessary for booking and inventory.
- Communicate established procedures for money handling and accountability.
- Process daily cash receipts.
- Conduct periodic audit of cash and receipts.
- Prepare information needed for management’s monthly financial statements and send to Controller.
- Collaborate with other HMS personnel to remain attentive and alert to regulatory changes that pertain to the overall site operation.
- Enter new employees into time clock. Upkeep time clock system. Collect time sheets, add to payroll document, and send to Payroll.
- Track and record all company and employee licenses.
- Understand the employee Handbook and remain conversant with revisions.
- Collect signed employee paperwork and send to Corporate HR for filing, including but not limited to Personnel Action Forms, coaching/disciplinary action forms, policy acknowledgements.
- Create job requisitions upon approval from General Manager for job openings.
- Be a RESPECT Service System example for others.
- Follow recruiting and hiring procedures.
- Coordinate uniform requests to ensure crew has proper uniforms issued.
- Maintain crew qualification and training information within training database.
- Coordinate crew training binder assembly and assignment.
- Support the overall state of company instructions regarding the Safety Management System (SMS).
- Present professional level of customer service and appearance to all clients, both internal and external.
- Assist with client billings and maintenance of AR files.
- Reconcile money and balance deposit.
- Perform functions related to preparing daily banks and tickets.
- Create reports in various programs, including but not limited to tracking, site information maintenance, and analysis.
- Process reports detailing daily and monthly ridership and cash.
- Provide reports to General Manager as scheduled.
- Record and maintain additional reports from Senior Captain, Marketing, or the Client as needed.
- Expected to take deckhand or ticket booth shifts when needed and to maintain qualifications for working on the vessels.
- Perform other duties as assigned.
Requirements & Qualifications:
- HS Diploma
- Bachelor’s Degree in Business, or other related field, from an accredited institution preferred but not required.
- Valid First Aid/CPR Certification, and/or ability to obtain and maintain.
- Obtain and maintain certification for alcohol service after training completion.
- Valid Driver’s License.
- Copy of DD214, if Veteran status.
- Demonstrated knowledge of general office etiquette and processes.
- Excellent written and verbal communication skills with employees at all levels of the organization.
- Must have outgoing personality and willing to train groups of employees, as well as serve as liaison with both vendors and the Company’s client.
- Must be organized and able to maintain an efficient office environment.
- Must be proactive – able to anticipate needs of General Manager, employees, HR, etc. and act accordingly.
- Must be willing to work in as well as adapt to an ever-changing work environment.
- Must have maintain a positive attitude.
- Must demonstrate high level of reliability, be able to prioritize multiple tasks, and be attentive to detail.
- Advanced skills in Excel, Word, PowerPoint, Outlook.
- Minimum five (5) years’ experience in similar role; role within Maritime, Construction, or Maintenance industries preferred.
- Experience with QuickBooks preferred.
- Must be at least 21 years of age.
About Us:
City Experiences’ passion is to provide amazing experiences on land and water. Our 40-year success through organic growth and acquisitions has resulted in a portfolio of over 25+ brands that welcome upwards of 30 million guests/riders annually. If you’re an enthusiastic team player who thrives in an environment where communication, creativity, and cooperation are encouraged, this may just be the opportunity for you.
The RESPECT Service System embodies City Experiences’ mission, vision, values and operating principles. By creating a company culture that puts RESPECT at its core, we believe it will drive us to achieve our goal of becoming a Global Experiences and Transportation Leader.
The Company is proud to be an Equal Employment Opportunity and Affirmative Action employer. We prohibit discrimination and harassment against any applicants or employees based upon their race, color, religion, national origin, sex, age, sexual orientation, gender identity or expression, mental or physical disability, status as a protected veteran, or other characteristics prohibited by applicable law.
Additionally, we encourage all qualified applicants including those with past arrest or conviction records to apply. The Company participates in the E-Verify program in certain locations.
We encourage qualified applicants with arrest and conviction records to apply.