City Experiences is seeking an Administrative Director for our administration operation in Chicago, IL.

About You:

City Experiences’ mission is to create amazing experiences. Our brand heritage dates back nearly 100 years and today our footprint spans 111 countries and more than 125 U.S. cities. We are proud to serve more than 30 million guests annually across our portfolio of water-based experiences, land-based experiences, overnight cruise experiences, and ferry and transportation services. 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.

About the Opportunity:

The successful Administrative Director provides direct support to the Chicago General Manager while working collaboratively with the Senior Administrative Director, Administrative Assistant, and Office Coordinator.

The right person will be adaptable, dynamic, and embody City Experiences’ RESPECT Service System.

Essential Duties & Responsibilities:

Accounting & Finance

• Oversee the city’s Cash Management function by working with the administrative assistant auditing the daily restaurant and ticket booth closeouts, onboard deposits, and petty cash.
• Reporting all weekly costs numbers.
• Deposit all checks for cruises.
• Request updated certificates of insurance as requested by clients.
• Confirm all tax-exempt bookings have required documentation provided.
• Manages the city issued company credit card.
• Review and approve all departmental level invoices. Assisting GM with office and dock rents.
• Act as city contact and assist Accounting Team with general requests and inquiries related to accounts payable, accounts receivable, and general ledger activity.
• Communicate all month-end dates to keep the city organized according to the schedule established by the Accounting Department.
• Analyze and forecast the Administration Department’s monthly expenses. Submit adjustments and corrections and provide explanations for significant variances.
• Ensure timely billing of all direct bill accounts and that balances collected. Submit adjustment requests to Accounting as needed for any closed order corrections needed.

Human Resources

• Act as HR contact between city employees and HR and Payroll Departments.
• Resolve shipmate pay discrepancies in conjunction with Department Heads and HR.
• Oversee and approve payroll edits in NOVAtime for administrative department.
• Advocates the Company Benefits Program as directed by the HR Department.
• Ensure labor law posting requirements are satisfied in office, vessels, and ticket booths.

Administration - Office Management

• Participate in the weekly meeting with GM and other department heads.
• Execute guest care by following up with guest complaints through quality survey review and post cruise After Action Reports. Including external agencies-Better Bureau of Business.
• Coordinate follow up as needed for any guest or shipmate injuries.
• Administer donation and comp pass requests.
• Manage all trades and open barters.
• Review all office equipment is functioning and maintenance occur in a timely manner, including copier and postage machine. Troubleshoot and provide technical support when possible.
• Manage shipmate parking privileges or other soft benefits (if applicable).
• Oversee purchasing of office supplies and printing including business cards, and stationery, drink tickets, vouchers, etc.
• Act as primary liaison with the office security company and secondary contact with landlords.
• Plan company wide office events lunches, happy hours, and holiday party.
• Confirms compliance with all local business license agencies.

Information Technology

• Act as the city’s primary contact with the IT Department.
• Escalate city IT (hardware & software) questions/issues to the IT Department when unable to resolve at the city level.
• Coordinate all office computer installations, maintenance & repairs in conjunction with the IT Department or outside service vendors when appropriate.
• Coordinate service/repair with outside service vendors when appropriate.
• Basic training for new shipmates in log-on procedures, Outlook, OKTA, as appropriate.

Requirements & Qualifications:

• High School diploma or equivalent required.
• Minimum four (4) years administrative experience with accounting responsibilities (Accounts Payable (A/P) and Accounts Receivable (A/R) experience).
• Minimum three (3) years of cash handling experience.
• Staff management experience preferred.
• Bachelor’s degree in a related field preferred.
• Ability to analyze and solve problems.
• Demonstrated ability to manage multiple priorities/tasks.
• Ability to establish and maintain effective working relationships.
• Provide advice/opinion and exercise discretion concerning confidential and sensitive matters.
• Proficient computer and Microsoft Office skills (especially Word & Excel).

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 or/harassment of any type, including but not limited to discrimination and or harassment based upon race, religion, religious creed, color, national origin, ancestry, citizenship, sex, sexual orientation, gender, gender identity, gender expression, age, pregnancy or relation medical conditions, childbirth, breastfeeding, parental status, veteran and/or military statue, disability (physical or mental) medical condition, genetic information or characteristics, political affiliation, domestic violence survivor status, marital status, or other characteristics prohibited by federal, state, or local law. Additional, the company participates in the E-Verify program in certain locations.

We encourage qualified applicants with arrest and conviction records to apply.