Administrative Assistant

Job Description

Job Description

SKAGWAY Administrative Assistant JOB DESCRIPTION  

JOB DESCRIPTION  

The Skagway admin team’s main responsibility is to carry out our company mission of providing each guest with a safe, enjoyable and educational wilderness experience. The Skagway admin team facilitates the operation of our day programs via phone and radio dispatch, scheduling, sales, cruise ship correspondence, dock representation and ensuring that guides complete their jobs and their corresponding paperwork. The Skagway admin team also contributes some sales and logistical facilitation to our long trip programming. 

REQUIREMENTS  

• Prior office and/or tourism experience preferred 
• Must be proficient in Outlook and Microsoft Office products 
• Have a clean driving record and be able to be placed on our company auto insurance 
• Must have or obtain a basic first aid and CPR certification 
• Must be able to think nimbly and problem solve quickly and effectively 

• Willingness to help in other areas as needed including but not limed to, driving/guiding tours, expedition sales, assisting Skagway office. 

JOB DUTIES  

Reports to Skagway Office Manager 

Assisting the Skagway Office Manager in running daily operations which includes but is not limited to: 

• Guide scheduling 
• Radio dispatch 
• General office phone reception 
• Dock representation 

• Assisting with allotment management within our proprietary database, BaseCamp 
• Correspondence with partners – both cruise lines and local businesses 
• Trip paperwork management 
• Manage merchandise inventory and sales 
• Data entry 

• Confirm and approve settlement sheets between cruise lines & our accounting department 
• Assist Operation and Program Managers with company meeting agendas 
• Guide time sheet approvals 

WORKLOAD  

June, July, and August are busy and the Skagway Admin Assistant can expect to receive 50+ hours per week. The nice thing is that Alaska has very generous overtime laws and the Skagway Admin Assistant can expect quite a jump in your paycheck size. During this time, the office will be a very busy environment and the Skagway Admin Assistant will be expected to juggle dispatch, scheduling, guide requests, phone calls, and more all while remaining calm and organized.  

LIVING SPACE AND RENT STRUCTURE  

Employee housing is located in downtown Skagway, the grocery store and other attractions are within walking distance from housing. Accommodations consist of shared rooms typically 2-4 beds to a room, although the largest room is a 6-occupant bunkroom. Each house features shared bathrooms, a kitchen area, and living room. Employees residing in housing are expected to respect others and maintain a clean living area. Rent procedures are outlined in the Employee Manual. The two downtown houses share a large yard and mountain views, providing a fantastic base for our team. 

Additional Notes  

• Rent deductions are made twice a month with 50% of the month’s rent deducted from the 1st and 2nd paycheck. 
• Rent is prorated for the first month, rent for the last pay period will be deducted in full even if you vacate housing early. 
• Employees must vacate housing within 48 hours of their final shift unless other arrangements have been approved by management. 
  
• Failure to abide by rules outlined in the employee manual and housing agreement may result in immediate expulsion from employee housing.
• Pets - No Cats, No Dogs. First season employees may not have pets in employee housing. Any other pets must be approved by management.