Administrative Coordinator

Allen Marine Tours, Inc.; Juneau (AK); On-site; USD 40,000 - 60,000; Full time

Job summary

Allen Marine Tours, Inc. is seeking an Administrative Coordinator to support port management with a range of administrative tasks during the tour season.

The role includes handling inquiries by phone, email, and in person, assisting with accounts payable and errands, and coordinating shuttle logistics for guests. The ideal candidate has prior office or customer service experience, strong computer skills (Word/Excel/Outlook), and the ability to manage confidential information while maintaining a

Qualifications

• Minimum office or customer service experience.
• Able to handle confidential & sensitive information.
• Must be available to work the entire season and attend pre-season training.

Responsibilities

• Coordinate daily reservation operations for independent travelers and third-party bookings.
• Answer phones with professional etiquette and respond to emails in a timely, accurate manner.
• Process advance ticket sales and manage shuttle dispatches.
• Greet and escort travelers to tour departure locations; maintain inventory and records.
• Monitor third‑party booking platforms and process updates, amendments and cancellations.

Skills

Customer service

Multitasking

Confidential information handling

Administrative coordination

Education

High School Diploma or equivalent

CPR/First Aid certification

Tools

Microsoft Word

Excel

Outlook

Job description

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

Essential Duties & Responsibilities for Administrative Coordinator

• Coordinate daily reservation operations for independent travelers and third-party bookings, including sales, guest communications, reservation modifications, schedule audits, itinerary updates and operational support.
• Answer the office toll-free information line with proper telephone etiquette; must sound professional, credible, pleasant, and sincere.
• Process advance ticket sales.
• Dispatch and/or drive guest shuttles.
• Greet and escort independent travelers to their assigned tour departure locations.
• Answer all email inquiries professionally and with accurate grammar.
• Track A/P receipts.
• Monitor third-party booking platforms (e.g. Viator) and acknowledge, reconcile and process reservation updates, amendments and cancellations.
• Provide Toast training/support for the company retail program.
• I-9 assistance for new and re-hires.
• Manage uniform program including receiving inventory, organizing stock, issuing uniforms, tracking assignments, processing returns, reconciling inventory and maintaining accurate records.
• 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.
• Creating, processing and distributing gift certificates for tours.
• Cross-functional team coordination and partnerships. Sharing duties (shuttle, comps, etc.).
• Special projects may be assigned as required by the business.

Minimum Qualifications for Administrative Coordinator

• Previous office or customer service experience
• Must be able to demonstrate accurate and efficient computer skills in Microsoft Word, Excel and Outlook.
• 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.
• Ability to effectively multitask.
• Valid CPR/First Aid certification.
• Valid US driver’s license and a clean driving record.
• Must pass a security background check and a 4-panel drug test.

Preferred Qualifications for Administrative Coordinator

• Experience with Toast and FareHarbor software.
• Experience with Viator.
• Previous experience in the visitor industry and/or a related industry preferred.
• High School Diploma or equivalent.

Traits and Characteristics for Administrative 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 (Administrative 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 Administrative 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.
• Ability to work in a busy or heavily trafficked environment.

Physical Demands for Administrative 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.

• Ability to work in a seated position for an extended period of time.
• Occasionally required to lift and/or move up to 50 pounds.
• Ability to walk on uneven deck surfaces crossing from vessel to vessel.
• Ability to navigate steep stairs with supplies or equimpment.

Work Environment for Administrative 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 AM Owner Group, & Affiliated Companies, and the United States Coast Guard Consortium Drug & Alcohol Policies & Procedures.