Office Manager

Overview

Administrative & Operational Support

Provide direct administrative support to the Terminal Manager, including documentation, reporting, scheduling, and communication.

Maintain department files, training records, and operational documentation in an organized and compliant manner.

In conjunction with the Terminal Manager, process berthing requests from cruise lines and port agents, ensuring timely communication with port and internal Nautilus departments.

Receive, review, and update the berthing schedule, tracking vessel movements and operational impacts.

Answer incoming calls, take messages, and support communication flow for the Terminal Management team.

Open, distribute, and manage department mail and correspondence.

Arrange receiving, packing, and shipping of equipment or materials via UPS, Fed Ex, US Mail, or courier services, maintaining detailed shipment records.

Manage uniform ordering, inventory, and distribution for personnel.

Oversee office supply and equipment ordering while managing the office budget responsibly.

Ensure all required compliance postings, documentation, and regulatory materials are up to date and accessible.

Assist with terminal operations duties as needed during cruise calls or peak activity periods.

Manage part‑time hourly personnel scheduling through the company scheduling system, ensuring adequate staffing for all cruise terminal operations. This includes back filling call outs or changes in planned schedules.

Review time and attendance records, timesheets, and exception cards for payroll processing and route for Terminal Manager approval.

Deliver weekly payroll checks (if applicable) and assist part-time hourly PCST employees with questions regarding payroll and company benefits.

Update the HR management system with all employee status changes and ensure labor law posters and compliance materials remain current.

Support local recruiting and hiring efforts when applicable for NIHC teams – MSS/TSS (or coordinate with the recruiter if one is assigned).

Work with the Terminal Manager to communicate disciplinary issues to NIHC HR and ensure adherence to labor regulations and HR procedures.

Prepare invoices for Terminal Manager approval prior to final billing to cruise line clients.

Assist Terminal Manager and Assistant Terminal Managers with vendor coordination, including service scheduling, contract support, and performance tracking.

As instructed by Terminal Manager assist in reviewing and coding vendor invoices for approval, ensuring alignment with contracted services.

Maintain accurate financial and operational records related to billing, vendor services, and cruise operations.

We are a company committed to creating diverse and inclusive environments where people can bring their full, authentic selves to work every day. We are an equal opportunity/affirmative action employer that believes everyone matters. Qualified candidates will receive consideration for employment regardless of their race, color, ethnicity, religion, sex (including pregnancy), sexual orientation, gender identity and expression, marital status, national origin, ancestry, genetic factors, age, disability, protected veteran status, military or uniformed service member status, or any other status or characteristic protected by applicable laws, regulations, and ordinances.

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• Strong administrative skills, including scheduling, documentation, reporting, and communication support.
• Experience managing staff schedules, timekeeping, and basic HR coordination (payroll support, employee updates, compliance materials).
• Ability to handle billing preparation, invoice review, and vendor coordination with high attention to detail.
• Proficient in organizing shipments, maintaining inventory (uniforms/supplies), and overseeing office budget needs.

Strong organizational, multitasking, and customer‑service skills with the ability to support operational activities during busy periods.

• Familiarity with HRIS, scheduling systems, or vendor management tools (nice to have).
• Experience in port, cruise terminal, or transportation/logistics environments (nice to have).