Administrative Director

Hornblower Corp; Chicago (IL); Hybrid; USD 90,000 - 130,000; Full time

Job summary

City Cruises Chicago seeks an Administrative Director to oversee day-to-day operations focusing on accounting, HR, office management and IT coordination. The role ensures smooth financial processes, onboarding and payroll support, and responsive administrative services while partnering with departments to maintain operational excellence.

Responsibilities include managing cash, invoicing, month-end reports, payroll edits, onboarding, benefits, and compliance.

Qualifications

• High School diploma or equivalent required.
• Minimum four (4) years administrative experience with accounting responsibilities (A/P and A/R).
• 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).

Responsibilities

• Oversee Cash Management, petty cash, deposits and audits.
• Enter onboard sales in Anchor for revenue recognition and audit close-outs.
• Administer timely billing of all direct bill accounts and monitor receivables.
• Manage invoices and assist with accounts payable/receivable activity.
• Generate month-end reports and accruals.
• Forecast Administration Department expenses and explain variances.
• Coordinate HR onboarding and payroll processes as necessary.
• Oversee New Hire Orientation, benefits enrollment, and compliance.
• Ensure labor law posting requirements are satisfied.
• Coordinate office management, IT coordination, and vendor relations.

Skills

Analytical thinking

Time management

Communication

Discretion

Team collaboration

MS Office

Problem solving

Education

High School diploma or equivalent

Bachelor’s degree in a related field

Tools

MS Office suite

Outlook

OKTA

Job description

City Cruises Chicago

Position Summary:

The successful Administrative Director oversees the city’s day-to-day administrative operations with a focus on accounting, finance, HR, office management, and IT coordination. This multifaceted role ensures smooth financial processes, efficient onboarding and payroll support, and responsive administrative services—all while partnering with key departments to maintain a high standard of operational excellence.

Duties and Responsibilities:

Accounting & Finance

• Oversee the city’s Cash Management function, including office petty cash, local checking account, and audits of restaurant / ticket booth daily closeouts, deposits, and petty cash
• Enter onboard sales in Anchor for revenue recognition and audit onboard close-outs for any unusual activity, such as high voids and comps or cash shortages
• Administer timely billing of all direct bill accounts. Assist sales director in monitoring open receivables and collecting on balances due. Submit adjustment requests to Accounting as needed for any closed order corrections needed.
• Manage the city’s invoice submission process according to established Company procedures
• Act as city contact and assist Accounting Team with general requests and inquiries related to accounts payable, accounts receivable and general ledger activity
• Generate all month-end reports and accruals 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

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
• Coordinate the distribution process for paychecks
• Oversee and approve payroll edits in NOVAtime for all Departments as necessary
• Coordinate with Recruiting and Onboarding Teams for recruitment and onboarding needs as necessary
• Oversee New Hire Orientation, including scheduling, presentation, and follow-up
• Review Company benefit options and enrollment process with new hires
• Act as an advocate of 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 Manager’s Meeting
• Administer donation and comp pass requests
• Coordinate follow up with guest complaints
• Coordinate follow up as needed for any guest or shipmate injuries
• Coordinate and ensure all office equipment is functioning, and office equipment repairs, 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)
• Manage 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

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 set-up of telephone and computer for all new shipmates
• 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

Other

• Additional duties as assigned.

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)

Physical Requirements

• Ability to work onboard a moving vessel in varying weather and sea conditions, including maintaining balance and stability while underway.
• Ability to stand and walk for extended periods, frequently throughout a shift.
• Ability to navigate stairs, ladders, narrow passageways, and confined spaces commonly found onboard vessels.
• Ability to lift, carry, push, and pull supplies, equipment, and inventory weighing up to 40 pounds independently.
• Ability to bend, stoop, kneel, crouch, reach overhead, and perform repetitive motions as required in food service and hospitality operations.
• Ability to respond quickly and effectively during normal operations, guest service situations, and emergency procedures.
• Ability to safely work in a fast-paced environment with exposure to moving equipment, wet surfaces, temperature variations, and moderate noise levels.
• Ability to visually inspect service areas, food presentation, cleanliness standards, and safety conditions.
• Ability to communicate effectively with guests, crew members, and management in person and via radio or other communication devices.
• Successfully complete vessel-specific safety and emergency training.
• Ability to work flexible schedules, including evenings, weekends, holidays, and extended shifts as operational needs require.

Work Environment

• Work is performed primarily onboard a Coast Guard-inspected passenger vessel, with duties split between dining, service, storage, galley-adjacent, and administrative areas.
• Position requires regular movement throughout multiple decks and may involve occasional exposure to outdoor marine environments, including heat, humidity, rain, wind, and sunlight.
• Must be able to safely perform duties while the vessel is docked or underway.

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