Office Manager at Allen Marine Inc

Juneau, Alaska, United States -

Full Time

Start Date

Immediate

Expiry Date

12 Mar, 26

Salary

0.0

Posted On

12 Dec, 25

Experience

2 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Communication, Organization, Guest Service, Microsoft Office Suite, Booking Systems, Sales Management, Event Coordination, Relationship Building, Financial Management, Team Supervision, Problem Solving, Detail Orientation, Flexibility, Community Outreach, Technical Troubleshooting, Recruitment

Industry

Hospitality

Description

Summary for Office Manager The Office Manager serves as the primary point of contact for independent sales (True Alaskan Tours) and charter operations (Allen Marine Tours), managing all non–cruise line sales and guest experiences. This position is responsible for coordinating private charters, overseeing independent visitor programs, supervising the seasonal Administrative Coordinator(s), and representing Allen Marine Tours and True Alaskan Tours. This position is split between our downtown Juneau office and our Auke Bay office. Due to the seasonal nature of our operations, this position works full-time March through October, with a reduced schedule of approximately 30 hours per week November through February. Essential Duties & Responsibilities for Office Manager * 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. Minimum Qualifications (Knowledge, Skills and Abilities) for Office Manager * High school diploma or equivalent. * Strong verbal and written communication skills with a focus on guest service. * Ability to work well with others * Excellent organizational skills and attention to detail. * Proficiency in Microsoft Office Suite. * Ability to manage multiple priorities in a fast-paced environment. * Valid U.S. driver’s license and clean driving record. * Must pass a background check and DOT drug test. * Flexibility to work weekends, holidays, and varied hours during the tour season. Preferred Qualifications for Office Manager * Degree or coursework in Business, Hospitality, or Tourism. * Experience with FareHarbor and Viator, Clover, or similar reservation systems. * Knowledge of local tourism and event markets in Southeast Alaska. * Prior experience coordinating wedding, special events, or charter programs. * Familiarity with food and beverage or banquet planning. * Previous experience managing client relationships or community partnerships. Traits and Characteristics for Office Manager * Professional, detail-oriented, and guest-focused. * Confident communicator and relationship builder. * Organized, proactive, and dependable with strong follow-through. * Able to balance administrative accuracy with hospitality excellence. * Represents Allen Marine’s values of hospitality, safety, community, and sustainability. Physical Demands & Work Environment for Office Manager * Combination of office, dockside, and field environments. * Must be able to stand or walk for extended periods and board vessels as needed. * Ability to lift and move up to 50 pounds. * Must adhere to Allen Marine and U.S. Coast Guard drug and alcohol policies. * Weekend and holiday availability required during the operational season. To deliver world-class experiences guided by the following Alaska Native cultural values safely and sustainably. Embrace Traditional Alaska Native Cultural Values that include Humility and pride, Respect for all people, including oneself, Respect for nature, Humor, Patience, Strength, and Holding each other up. Follow & Deliver Core Values: * Safety First: We prioritize our guests and team members' safety and well-being, ensuring secure and enjoyable experiences. * World-Class Employment: We strive to be a world-class place of employment, valuing hard work, mentorship, a sense of ownership, and opportunities for career growth. * World Class Guest Services: We are committed to exceeding guest expectations, delivering world-class experiences that showcase our hospitality and the beauty of Alaska. * Collaborative Professionalism: Embracing collaboration within our organization with a professional spirit, understanding that amidst laughter and play, our dedication to excellence and integrity remains unwavering. * Community Collaboration: Actively choosing to partner with neighbors and the community across Alaska, making a conscious effort to support local businesses and create social and economic opportunities through meaningful cooperation beyond our organization. * Sustainability at our core: We are dedicated to sustainable operations for future generations. * Curiosity & Innovation: We encourage a culture of curiosity and innovation, striving to be early adopters in technology and staying ahead in our commitment to continuous improvement. * Integrity- Driven Decisions: Integrity guides every decision we make, ensuring transparency, honesty, and ethical conduct in all aspects of our operations. * Cultural Respect & Sharing: We deeply celebrate and honor our Alaska Native heritage, fostering intergenerational connections, embracing family values, and contributing to the cultural richness of our communities. Environmental Conditions for Office Manager The environmental conditions are those that an employee may be subject to while performing the essential functions of this job. Physical Demands for Office Manager The physical demands are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform essential functions. * Occasionally required to lift and/or move up to 50 pounds. * Ability to walk on uneven deck surfaces crossing from vessel to vessel. Work Environment for Office Manager The work environment characteristics described here are representative of those encountered by an employee while performing the essential functions of this job. * This is a fast-paced and dynamic work environment with a diverse workforce. * Ability to work a flexible schedule to include weekends and holidays during the tour season. * Must adhere to AM Owner Group, & Affiliated Companies, and the United States Coast Guard Consortium Drug & Alcohol Policies & Procedures.

Responsibilities

The Office Manager serves as the primary point of contact for independent sales and charter operations, managing guest experiences and coordinating private charters. This role includes overseeing administrative staff and ensuring high standards of service.