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Allen Marine Tours · 1 month ago

Office Manager

Allen Marine Tours Juneau, Juneau, AK, US

Full-time

Hybrid

Mid Level

$25/hr - $35/hr

Allen Marine Tours is a company that provides unique experiences through independent sales and charter operations. The Office Manager will serve as the primary point of contact for guest experiences and private charters, overseeing administrative tasks and managing relationships with various stakeholders to ensure smooth operations.

HospitalityMarine TechnologyMarine Transportation

Growth Opportunities

Responsibilities

Serve as the primary contact for True Alaskan Tours independent visitor programs

Manage the TAT website to ensure tour offerings, schedules, and pricing remain accurate and up to date

Manage online booking systems (FareHarbor and Viator), monitor inventory, and track daily sales

Respond to guest inquiries and answer phones / emails promptly and professionally

Represent True Alaskan Tours on the pier, greeting guests, assisting with check-ins, and ensuring a high standard of service

Coordinate closely with Juneau Sales and Marketing Manager to maximize sales and ensure all independent departures are properly staffed

Build and maintain strong relationships with concierge teams, hotels, and travel agents to grow independent sales

Maintain daily passenger records, sales logs, and partner invoices

Reconcile partner fees and commissions and ensure timely reporting for accounting

Generate and submit monthly and seasonal performance reports

Serve as the main contact for private charters and special events, including vessel charters and private events at Orca Point Lodge

Respond to inquiries, prepare proposals, and create custom itineraries and event outlines

Coordinate vessel and lodge scheduling with Sales, Operations and Food and Beverage teams

Collaborate with the Food and Beverage Manager to serve as a liaison for banquet menus, ensuring selections, timelines, and special requests are confirmed with clients

For wedding and private event coordination, assist clients with ceremony and reception timelines, menu and beverage planning, decor coordination and vendor logistics, charter dispatching and communication with day of contacts or wedding planners

Prepare and distribute Banquet Event Order (BEO) forms to Operations, Supply and Food and Beverage teams 7-14 days prior to event

Manage client agreements, collect payments, and maintain accurate financial and booking records

Support charter dispatching and on the day of execution, ensuring all departments are aligned

Compile post-event reports and end of season charter summaries

Coordinate local promotional events and community outreach activities to increase brand visibility

Represent Allen Marine tours and True Alaskan Tours at local tourism functions, business events and trade meetings

Collaborate with Sales and Marketing to promote local offerings and seasonal experiences

Supervise and support seasonal administrative staff

Troubleshoot and communicate any technical or inventory needs

Assist in recruitment as needed

Partner with the Sales and Marketing teams on projects and collaborate on future tour opportunities

Responsible for obtaining necessary parking/loading permits for seasonal operations

Create a system for employee comps and maintain requests and records throughout the season

Oversee the distribution of uniforms and provide leadership, coaching, and task oversight to the seasonal Administrative Coordinator(s) throughout the season

Ensure mail is picked up in a timely manner

Oversee the Administrative Coordinator’s responsibility for mail collection during the summer

Ensure passenger manifests are created and distributed to appropriate teams and vessel crews in a timely manner

Oversee office supply inventory and ensure the Administrative Coordinator(s) is equipped to manage in-season ordering and management

Special projects may be assigned as required by the business

Qualification

FareHarborViatorMicrosoft Office SuiteEvent coordinationClient relationship managementCommunication skillsOrganizational skillsTeam collaborationAttention to detail