Hotel Operations Administrator

ABOUT UNCRUISE

At UnCruise Adventures, we work together to provide an enriching adventure experience while inspiring an appreciation of local cultures and the natural world. This means we kayak among icebergs, travel to hidden waterfalls, snorkel with sea lions, dive with manta rays, and share air with whales. Our destinations include Alaska, Hawaiian Islands, Mexico’s Sea of Cortes, and Galapagos. Every team member plays a role in bringing the adventure to life. 

JOB SUMMARY 

The Hotel Operations Administrator provides cross-functional administrative and operational support to Hotel and Galley teams. This role is responsible for tracking performance metrics, supporting financial and inventory controls, coordinating logistics and scheduling, and serving as a key link between shipboard teams, shoreside departments, and external vendors. Success in this role requires strong attention to detail, organization, discretion, and the ability to manage multiple workflows in a fast-paced, seasonal environment.

ESSENTIAL DUTIES 

Administrative & Operational Support

• Maintain department tracking and reporting of key performance indicators (KPIs) on a per-cruise basis
• Track Food, Beer, Wine, Liquor, and Disposables spend per guest per day
• Support and maintain operational systems and tools including DocLink, RAMP, Procurify, Clover, and related platforms
• Audit weekly financial statements (trip packets) for accuracy, including POS (Clover) reports, tip reconciliation, petty cash approvals and balances, and bank deposits
• Assist with administrative and financial coordination during shipyard periods, including documentation, tracking, and reporting support

Purchasing, Vendor & Financial Coordination

• Act as a liaison between the purchasing team and vendors to support account setup, invoicing, receivables, and issue resolution
• Support purchasing processes and ensure timely follow-up on orders and deliveries, tracking vendor pricing, contracts, and service levels
• Research opportunities for new vendors, partnerships, or cost-saving initiatives

Logistics, Scheduling & Crew Support

• Assist the Senior Hotel Manager and Culinary Operations Manager with seasonal scheduling and staffing coordination
• Confirm and deny standby weeks and communicate schedule changes clearly and professionally
• Support recruitment and HR efforts, including interview coordination, onboarding, credential tracking, and documentation management

Guest Services & Shoreside Coordination

• Provide shoreside guest services support, including coordination of back-to-back guest laundry, dining logistics, and activity planning
• Work with the Sales team to support special requests, manifests, Salesforce reporting, and execution of guest gifts, celebrations, and custom experiences

Inventory & Supply Management

•  Assist in building and maintaining Front of House (FOH) and Back of House (BOH) inventory programs
• Receive and check in orders in Seattle, ensuring accuracy against purchase orders and invoices
• Monitor onboard inventory levels to accommodate fluctuating guest counts and ensure critical spares are stocked and available

General Administrative Responsibilities

• Provide general administrative support to Hotel and Galley leadership as needed, including meeting coordination, documentation, and follow-up
• Other duties as assigned 

QUALIFICATIONS

• Experience working in hotel, galley, hospitality, or maritime operations environments (preferred)
• Passion for food, hospitality, and guest experience, with interest in food trends and quality-driven operations
• Prior experience using purchasing, reporting, or operational systems (e.g., inventory management, financial tracking, scheduling software)
• Strong organizational and administrative skills with the ability to manage multiple tasks, track details accurately, and meet shifting deadlines in a fast-paced operational environment
• Excellent written and verbal communication skills, with the ability to clearly articulate issues, recommendations, and follow-up items — including in situations that may be sensitive or time-critical
• Proficiency in Microsoft Office programs, including Word, Excel, and Outlook; comfort working with spreadsheets, reports, and shared documentation
• Demonstrated ability to prioritize work independently, adapt quickly to changing schedules or operational needs, and maintain focus under pressure

PAY AND EMPLOYEE BENEFITS

• Hourly pay – $25.00- $31.00, non-exempt
• Cruise Benefit –Explore the world as our guests do: employees receive one complimentary cruise for two people every year, after each year of employment. 
• Health and Wellness –Comprehensive medical, dental, vision, short-term and long-term disability, life insurance and flexible spending account options. 
• 401k –Employees are eligible after 6 months of employment with an employer match. 
• Time off –Enjoy ten company-paid holidays annually. Earn paid vacation and sick time throughout the year, and qualify for more vacation days as you gain tenure. 
• Give Back to the Community – Make a difference by volunteering for non-profit and community organizations that you choose using two company-paid volunteer days each year. 
• Eco-Commute–When you commute to work without the use of a single-occupancy motorized vehicle you will receive a daily stipend. You can carpool, walk, bike, take the bus, or kayak.    
• Free Parking –Employees park for free at our Seattle office on days they commute by car. 

WORK SCHEDULE 

This is a 40-hour work week job with rotating weekend work required depending on vessel turn around day and schedule. This position is in-person in the Seattle, WA office. Occasional weekend hours, flexible schedule from time to time to provide coverage as needed. 

PHYSICAL DEMANDS

• Typical office environment. Position may require bending, climbing, reaching, repetitive motion, and lifting.
• Occasional work on board vessels locally or potentially in remote locations. May require climbing a 
• gangway or ladder and navigating a vessel under construction.