HR & Accounting

The Essential Functions of the role are:

1. Represent the People Team in a professional and ethical manner at all times.

2. Support the People Services Lead in all administrative functions, including onboarding and off-boarding processes. 

3. Collect, calculate and prepare all Host Expense Reimbursements for review by People Services Lead.

4. Facilitate distribution of ShipMoney cards for all Hosts.

5. Assist to conduct host financial transactions in the People Services Office.

6. Effectively assign host accommodation according to berthing plan.

7. Participate in all drills, trainings and other programs as required.

8. Effectively, promptly and transparently communicate with peers, shipboard management and shoreside teams as per the chain of command.

9. Actively participate in any other special projects/duties as assigned by the People Experience Manager and/or shoreside team. 

Job Duties:

1. Represent the People Team in a professional and ethical manner at all times.

• Conduct oneself professionally, on and off duty.

• Consistently maintain the necessary level of confidentiality of information in all interactions in conjunction with the confidentiality agreement.

• Strictly adhere to company rules and regulations, including but not limited to the Code of Conduct and Shipboard IT/Social Media policies.

• Always be in compliance with the Style Guide.

• Actively participate in, support and follow all Safety and Environmental programs and ensure compliance with regulatory requirements.

• Diligently follow the company time and attendance policy.

2. Support the People Services Lead in all administrative functions, including onboarding and off-boarding processes. 

• Ensure a positive onboarding and off-boarding experience for all hosts together with the People Team.

• Assist with effectively and promptly disembarking hosts per port regulations with least inconvenience to hosts.

• Promptly embark and check in hosts as per port regulations and company standard operating procedures.

• Collect and verify validity of all Host Passports, Seaman’s books, Visas, contracts and other associated documents from joining Hosts.

• Enter all new Host information into the Crew Management System (CMS) including Host Effects and update information for existing Hosts as required; maintain scans of passports, visas and seaman’s books on CMS for all hosts.

• Prepare all onboarding and off-boarding packages for sign on and sign off hosts.

• File all signed Host Contracts in alphabetical order; to be kept for 6 months after host disembarks.

• Assist hosts with tracing lost luggage.

• Promptly assist hosts with issuing or replacement of Host ID cards and name tags as per procedure.

• Assist PSL with Sign Off Briefing each Journey.

• Prepare reference letters for sign off hosts as per requests.

3. Collect, calculate and prepare all Host Expense Reimbursements for review by People Services Lead.

• Collect and review original receipts from hosts and assist to complete the expense reimbursement forms.

• Send any exceptional requests to PEM for review/approval.

• Calculate currency exchange using Oanda Currency Converter against host’s receipts and present to PSL for review/approval.

• Scan signed forms and attachments to shared drive for PSL to send to Shoreside Payroll Team.

4. Facilitate distribution of ShipMoney cards for all Hosts.

• Accurately record all requests for ShipMoney cards for new hires, replacement cards & companion cards.

• Send communication to Heads of Departments for hosts to collect new ShipMoney cards once issued by PSL.

• Update and maintain ShipMoney Master File.

• Conduct orientation of ShipMoney registration process for all new hire hosts.

• Assist hosts with opening Support Tickets and escalation of those tickets when necessary.

• Maintain par level stock of pre-issued ShipMoney cards and re-order when needed.

5. Assist to conduct host financial transactions in the People Services Office.

• Conduct transfers of onboard account balances to ShipMoney cards for disembarking hosts on a Journey-to-Journey basis.

• Accurately collect payments for Host Lifestyle Events on individual host onboard accounts through the POS system.

• Support People Services Lead with any other Financial tasks.

6. Effectively assign host accommodation according to berthing plan.

• Assign host accommodation in line with berthing plan and manning guide.

• Promptly and courteously assist hosts with cabin change requests and carry out changes according to procedure.

• Promptly and courteously assist hosts with couple cabin requests in conjunction with People Experience Manager and carry out changes according to procedure.

• Coordinate with Housekeeping Department regarding cabin assignments for all joining and leaving hosts including cabin changes for each Journey.

• Be knowledgeable and thorough on the vessel’s host accommodation plan.

• Follow up with maintenance work orders for host accommodation where necessary.

7. Participate in all drills, trainings and other programs as required.

• Participate in all safety drills, mandatory safety trainings, environmental trainings and any other programs as directed by the Ship’s Command.

8. Effectively, promptly and transparently communicate with peers, shipboard management and shoreside teams as per the chain of command.

• Ensure that all verbal and written communication is in line with company standards.

• Ensure prompt and transparent communication of any concerns/challenges to the People Experience Manager as needed.

9. Actively participate in any other special projects/duties as assigned by the People Experience Manager and/or shoreside team. 

• Prepare and post notices for Host Noticeboard and update as needed.

• High School Diploma.

• A minimum of 3-year experience as an Asst. Crew Purser / Crew Relationship Specialist / Immigration Purser onboard cruise vessels.

• A strong background in certification and documentation requirements.

• Substantial interpersonal, oral, written communication and negotiation skills.

• Proven ability to work in a harmonious productive team environment with personnel from all nationalities.

• Proficient in the use of computerized information systems and the ability to navigate within a variety of software packages MS Office Suite, including Excel, Word or other related programs.

• Proficient in English. Any additional European language is considered an advantage(Italian, Portuguese, German, Spanish and French). Explora Fleet English Level: B2.

• Possess a valid passport and seaman book.