Assistant Shore Excursions Manager

**Company Description**
Mystic Ocean is a new ocean cruise company based in Portugal, that offers cruises along iconic destinations such as Mediterranean, Baltic and North Seas. With a focus on delivering a value for money experience to its guests, Mystic Ocean is committed to establish a corporate culture focused on creating enriching career paths that create new opportunities for growth to our crew members.

General Responsibilities
- To recommend and sell tour activities to Guests and making the most of their shore side experience and to offer suggestions and recommendations to all Guests regarding all our ports of call.
- To escort and participate on tours as needed to ensure the tour operates to the Guest’s and Mystic Cruise’s standards.
- Manage the Shore Excursion Staff and assist with the daily Tour Office operation.
- Help with the staff rotation ensuring the desk is manned at all times when the office is open.
- To answer any Guests questions regarding tours, ports or individual private requests in a courteous and professional manner.
- Assist the Shore Excursion Manager by preparing the Live Lectures Presentations in PowerPoint as needed.
- Assist in the preparation of materials to guests with information with regards to tours (such as, but not limited to changes, cancellations etc.) in the form of a letter or a flyer.
- Assist in the preparation of the Tour Order Forms, turnaround materials and/or any materials to the guests.
- Double-check all printed material prior to distribution from the Shore Excursion Department.
- Follow-up on requests for printed materials and that they are printed & delivered to housekeeping in a timely manner ready for distribution.
- To attend when possible any functions/social events onboard to increase guest interaction and help with onboard ratings. Except in exceptional cases when a cruise is very busy or when office hours don’t allow it.
- Assist in preparing the disembarkation groups and send out the luggage tags with letters as required.
- Maintain any digital displays with the most up to date information and any relevant notices needed to be conveyed to the guests.
- Ensure the Lectures in the loop played in the guests’ cabins is up to date and that any port already visited is removed from the loop.
- Ensure the Shorex radios and materials are always charged and ready for the following day’s needs.
- Ensure the bus signs and all escorting materials are prepared the evening before each port call.
- Other responsibilities, as assigned, but not limited to the above.

Operational Responsibilities
- Organize and take ownership of the escorting assignments and training so that every bus or tour group is escorted in each port of call. The escorting program is an essential part of the Assistant Manager duties and needs to ensure escorting materials and procedures are followed as outlined in the Hotel Operations Manual.
- Ensure a rotation of staff to attend safety training is observed so that everyone attends trainings as requested by the onboard Safety Officer.
- Report to the Shore Excursion Manager any Maintenance issues in work areas so that a work order is completed as needed.
- To adhere to all Company Policies and Procedures, Manuals and Directives.
- Assist in MXP inputting and organization.
- Assist the Shore Excursion Manager as assigned with the daily dispatching of tours and coaches.
- Assist as required in the preparation of items such as, but not limited to tour packages, briefing materials and manifests etc. to ensure that tours run accordingly to guest satisfaction.
- Assist in the elaboration of Port Description sheets for each port of call, (containing the most updated information regarding attractions, opening hours and logistics etc.) of the particular port.
- To prepare for a possible promotion or vacation cover, periodically assist in elaborating lectures, conducting live lectures and pre-record briefings as requested by the Shore Excursion Manager.
- Assist to create the Tour Order Forms for current & upcoming cruises with the most updated dispatch times and/or operational changes.
- Create detailed handover notes for when leaving for vacation.

Financial Responsibilities
- To be cost conscious with the use of office supplies and other consumables in the Tour Department.
- To ensure that Company property is maintained properly and treated with respect at all times.
- Assist the Manager with any accounting procedures, ticket cancelations, private arrangements, and discounts.
- Assist the Manager with preparing the paysheets with tour operators as to learn how to do it when needed.
- Ensuring the correct and best tiered rates are used and agreed with by the tour operator.
- Assist to ensure all charges and accounting issues are correct and finalized to close every voyage prior to disembarkation being completed and guests leave the ship.

Team Communication and Meetings
- Maintain proper communication with the Shorex Team, other departmen