Shore Excursions Administrative Assistant

3 semanas atrás

Porto, Portugal Mystic Cruises Tempo inteiro

Company Description

Mystic Cruises is an expedition ocean cruise line offering an incredibly intimate view of some of the world’s most exciting destinations, including Antarctica, the Arctic region, Northern Europe, and the Mediterranean, in an ecofriendly way, but with all the comfort of a fivestar service. Mystic Cruises sail into the heart of landmark cities, as well as to small, exclusive ports where larger vessels cannot enter, to provide our guests once in a lifetime experiences. With a strong commitment to environmental sustainability, Mystic Cruises implemented technological innovations on its ships in order to ensure a mínimal impact of its operations.

**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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