Shore Excursions Administrative Assistant (m/f) - Office Based
Mystic Cruises
Porto, Porto, Portugal
há 6 dias

Job Description

General Responsibilities

  • Organize, maintain and update inhouse MXP inventory system with updated yearly tour rates, new tour programs, updated program details, loading photos for online use and maintaining the operator contacts.
  • Organize and maintain Pre / Post cruise programs as planned in the different itineraries.
  • Manage communications with cruise partners (Atlas & Nicko) on their pre / post program requirements.
  • To assist with the daily office operation, ensuring constant communications with all vessels and onboard teams.
  • Provide most updated information for tour programs to each vessel according to the brand requirements.
  • Assist with maintaining the onboard team rotations and vacation schedules.
  • Assist with manifesting and requirements for charter flights when operating.
  • Other responsibilities, as assigned, but not limited to the above.
  • Operational Responsibilities

  • Organize and maintain the office share-drive files & ship share-dive files, ensuring they are loaded with updated rates and programs.
  • Track and follow-up with operators on providing pictures of their contracted tours to be loaded to MXP.
  • Track and follow-up that operators have provided their insurance coverage certificate as needed each year.
  • Track and follow-up with operators who have not signed of confirmed their contract assignments for each year.
  • Assist with inventory needs onboard the ship and place orders with the purchasing team.
  • To adhere to all Company Policies and Procedures, Manuals and Directives.
  • Maintain MXP tour records updated at all times according to each brand’s necessity and provided yearly rates.
  • Assist in communications to operators on upcoming Pre / Post programs, transfers, and special requests.
  • Coordinate the Pre / Post programs with operators and charter / brand partners.
  • Coordinate with Directors of Operations for any charter flight manifests or operational needs.
  • Liaise with the ship teams to keep track of Handover notes for the incoming managers are submitted prior to signing off on vacation.
  • Help keep track of staff vacation requests and rotation needs.
  • Financial Responsibilities

  • Ensuring that MXP rates and loaded accurately and timely for optimized operations of the ships and brand file updates.
  • Ensuring that the Pre / Post programs are run efficiently and within the stipulated participation needs and / or that the FIT programs are still profitable vs Atlas’ retail rates practiced.
  • Check that the onboard teams are being cost conscious with their POs for office supplies and consumables.
  • Liaise with the Shore Excursion Operations Manager, Accounting Department, Atlas Team in regard to any pre-paid invoices are deducted post operation and / or that are credited if cancelled.
  • Avoiding paying for services which have already been fully or partially pre-paid.

    Team Communication and Meetings

  • To attend meetings with the Shore Excursion Operations Manager as required.
  • Ensure the Shore Excursion Operations Manager is made aware of all on going matters.
  • Maintain communication with onboard teams as needed.
  • Qualifications

  • College Degree / Diploma beneficial.
  • Hotel or Tourism School beneficial.
  • Good geographical knowledge of the world and ports of call that Mystic Cruises visits.
  • Must be fluent in written and spoken English (Fluency in German is beneficial but not essential).
  • Must have excellent administrative skills (proficient in Outlook, Word, Excel, and PowerPoint).
  • Very good organizational skills are necessary along with the ability to multi-task.
  • Must possess the ability to interact with all levels of people.
  • Must be able to remain calm under pressure.
  • Must be service minded with an outgoing, charming, and friendly personality.
  • Should be familiar with working in an office environment and communicating with different departments.
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