Company Description

Mystic Cruises is an expedition ocean cruise line offering an incredibly intimate view of some of the world?s most exciting destinations, including Antarctica, the Arctic region, Northern Europe, and the Mediterranean, in an ecofriendly way, but with all the comfort of a fivestar service. Mystic Cruises sail into the heart of landmark cities, as well as to small, exclusive ports where larger vessels cannot enter, to provide our guests once in a lifetime experiences. With a strong commitment to environmental sustainability, Mystic Cruises implemented technological innovations on its ships in order to ensure a minimal impact of its operations.

Job Description

General Responsibilities

• To assist with the daily office operation, ensuring constant communications with all vessels and onboard teams.
• Provide most updated information for tour programs to each vessel according to the brand requirements.
• To liaise with relevant Department Heads on any ongoing issues or operational requirements.
• Assist with maintaining the onboard team rotations and vacation schedules.
• Assist with inputting of MXP system and tour programs as required by each brand.
• Maintaining the MXP system with yearly updates on tour rates / itineraries / tour restrictions / Active Operators
• Organize and facilitate any Pre/Post programs as needed and requested by charter clients/brand partners.
• Including the manifesting duties and any special requests from guests
• Ensure proper reporting of End of Voyage reports from each cruise is done correctly
• Follow-up / Liaise with the Financial Department on any outstanding operator invoices and payments
• To attend as/when needed any functions/social events/Trade Shows.
• Other responsibilities, as assigned, but not limited to the above.

Operational Responsibilities

• Ensure each vessel / team has all necessary hardware/software needed for the daily operation and report immediately if any supply chain issues occur to the Shore Excursion Operations Manager.
• Follow proper communication procedures as outlined in the company structure to ensure proper communication channels are followed at all times to keep all relevant departments up to date on all matters that directly or indirectly affecting their operation.
• To ensure that any Maintenance issues or operational issues are reported in a timely manner to the Shore Excursion Operations Manager.
• To adhere to all Company Policies and Procedures, Manuals and Directives.
• Maintain MXP tour records updated at all times according to each brand?s necessity.
• Keep track of any daily operational issues from each vessel and report any concerns to the Shore Excursion Operations Manager.
• Ensure the proper invoicing to charter client/Brand partner by the Finance Department is carried out post cruise.
• Assist in communications to operators on upcoming operations and any needed additional assistance with special requests.
• Coordinate the Pre/Post programs with operators and charter/brand partners.
• Ensure the proper invoicing to charter client/Brand partner by the Finance Department is carried out post cruise.
• Assist as needed to ensure the onboard teams are up to date with creating their lectures, booking forms, disembarkation forms, onboard promotional fliers, and any relevant material in a timely manner.
• Assist with ongoing training for team members and that new recruits are adequately trained in all systems.
• Verify that all handover notes are completed and that at least the next 2-3 voyages are setup in MXP and all onboard systems to ensure a smooth transition for the incoming replacement manager/team members.

Financial Responsibilities

• Check that the onboard teams are being cost conscious with their PO?s for office supplies and other consumables.
• Conduct regular inventory checks of Company property and that they are maintained properly and treated with respect at all times (whisper sets, radios, uniforms?.).
• Scrutinize the operator charges for any canceled tour programs or hotel blocks pre-reserved.
• Scrutinize the operator invoices for cruises and that they are following the rates supplied.
• Double check for any extra charges and why they are being charged.
• Follow-up with the Shore Excursion Operations Manager on any operator appointments which are due to expire or tour validity rates which need to be revalidated.

Team Communication and Meetings

• To attend meetings with the Shore Excursion Operations Manager as required.
• Liaise with department heads and onboard teams for any operational assistance required.
• Ensure the Shore Excursion Operations Manager is made aware of all on going matters
• Participate in a weekly meeting with the Shore Excursion Operations Manager to relay any and all matters regarding the operation, issues, team, and planning.
• Establish a regular meeting with the onboard teams, together with the Shore Excursion Operations Manager, to ensure a smooth operation and to resolve any ongoing matters.

Qualifications

• 
  College Degree/Diploma beneficial.
• Hotel or Tourism School beneficial.
• Good geographical knowledge of the world and ports of call that Mystic Cruises visits.
• Any onboard experience working in a guest facing environment is beneficial (preferably in Shorex).
• Must be fluent in written and spoken English.
• Fluency in German is beneficial but not essential.
• Must have very good administrative skills (proficient in Outlook, Word, Excel, and PowerPoint).
• MXP knowledge is beneficial but not essential.
• Very good organizational skills are necessary along with the ability to multi-task.
• Must possess the ability to interact with all levels of people.
• Must be able to remain calm under pressure.
• Must be service minded with an outgoing, charming, and friendly personality.
• Should be familiar with working in an office environment and communicating with different departments.
• Availability to travel to the ships and/or events on short notice.
• Availability to attend to onboard issues after hours and weekends as needed.