Administrative Coordinator

Summary for Admin Coordinator 

The Administrative Coordinator manages and assists with a multitude of projects while providing administrative support to port managers. This person is responsible for answering phones, emails and in-person inquiries and helping direct crew. 

Essential Duties & Responsibilities for Admin Coordinator 

• Coordinate independent visitor tour sales including:
• Answer the office toll-free information line with proper telephone etiquette; must sound professional, credible, pleasant, and sincere.
• Process advance ticket sales and create periodic sales reports for submission to A/R
• Distribute passenger manifests for boat crews
• Coordinate ticket sales for local vendor contacts
• Dispatch and/or drive guest shuttles 
• Answer all email inquiries professionally and with accurate grammar.
• Track A/P receipts, and petty cash fund
• Provide Clover (POS) training/support for the company retail program
• Process pre-employment paperwork for new employees; print/distribute training manuals and supplemental documents
• Receive uniforms, organize inventory, and issue to new employees
• Manage crew travel benefit to issue per diem payments
• Manage employee comp benefit program for company tours and other local excursions 
• Ensure office equipment is in working order; troubleshoot equipment problems & schedule service calls for equipment, as needed. Maintain office supplies for the division.
• Process daily mail needs.
• Maintain confidential and sensitive files.

• Follow the current office filing system and maintain a clean, organized office.
• Maintain a positive work environment for employees.
• Periodically running various errands. 
• Maintain a positive work environment for employees.
• Special projects may be assigned as required by the business.

Minimum Qualifications for Admin Coordinator 

• Previous office or customer service experience 
• Must be able to demonstrate accurate and efficient computer skills in Microsoft Word, Excel, Outlook, and QuickBooks. 
• Must be able to handle extremely confidential & sensitive information.
• Must be available to work the entire season without interruption and be available to attend the 40-hour pre-season training program.
• Must be able to be present at the assigned work area for the duration of your shift.
• Valid US driver’s license and a clean driving record.
• Must pass a security background check and DOT drug test.

Preferred Qualifications for Admin Coordinator 

• Previous experience in the visitor industry and/or a related industry preferred.
• 2 years of US Driving experience with a clean driving record.
• High School Diploma or equivalent.

Traits and Characteristics for Admin Coordinator 

To deliver world-class experiences guided by the following Alaska Native cultural values safely and sustainably.  

Embrace Traditional Alaska Native Cultural Values that include Humility and pride, Respect for all people, including oneself, Respect for nature, Humor, Patience, Strength, and Holding each other up. 

Follow & Deliver Core Values (Admin Coordinator) 

• Safety First: We prioritize our guests and team members' safety and well-being, ensuring secure and enjoyable experiences.
• World-Class Employment: We strive to be a world-class place of employment, valuing hard work, mentorship, a sense of ownership, and opportunities for career growth.
• World Class Guest Services: We are committed to exceeding guest expectations, delivering world-class experiences that showcase our hospitality and the beauty of Alaska.
• Collaborative Professionalism: Embracing collaboration within our organization with a professional spirit, understanding that amidst laughter and play, our dedication to excellence and integrity remains unwavering.
• Community Collaboration: Actively choosing to partner with neighbors and the community across Alaska, making a conscious effort to support local businesses and create social and economic opportunities through meaningful cooperation beyond our organization.
• Sustainability at our core: We are dedicated to sustainable operations for future generations.
• Curiosity & Innovation: We encourage a culture of curiosity and innovation, striving to be early adopters in technology and staying ahead in our commitment to continuous improvement.
• Integrity- Driven Decisions: Integrity guides every decision we make, ensuring transparency, honesty, and ethical conduct in all aspects of our operations.
• Cultural Respect & Sharing: We deeply celebrate and honor our Alaska Native heritage, fostering intergenerational connections, embracing family values, and contributing to the cultural richness of our communities. 

Environmental Conditions for Admin Coordinator 

The environmental conditions are those that an employee may be subject to while performing the essential functions of this job.  

• Position is located in an office, requires occasional walk across barge (outside) to other offices located in our facility.

Physical Demands for Admin Coordinator 

The physical demands are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform essential functions. 

• Occasionally required to lift and/or move up to 50 pounds.  
• Ability to walk on uneven deck surfaces crossing from vessel to vessel. 

Work Environment for Admin Coordinator 

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.  

• This is a fast-paced and dynamic work environment with a diverse workforce. 
• Ability to work a flexible schedule to include weekends and holidays during the tour season. 
• Must adhere to Allen Marine, Inc., & Affiliated Companies, and the United States Coast Guard Consortium Drug & Alcohol Policies & Procedures.