All duties and responsibilities are to be performed in accordance with Royal Caribbean International’s The Royal Way, SQM standards, USPH and HACCP guidelines, environmental, and work place safety policies and procedures. Each shipboard employee may be required to perform all functions in various food and beverage service venues throughout the ship.

1. Assist the Executive Chef on any project-related administrative duties for the Shipboard Culinary Operation while maintaining strict confidentiality whenever appropriate.
2. Prepares voyage reports, updates crew lists, berthing lists and par levels, submits boat drill excuse list, collects daily food reports, sorts and copies documents, maintains filing systems, collects and distributes time card and sends AVO’s.
3. Operates computer equipment, software and printer to perform necessary word processing functions in accordance with technical manuals and established procedures. Utilizes software packages for basic mathematical formulas and graphic presentation of information.
4. Works with the HR Center Team in the crew sign-off process, which includes but is not limited to, checking departing crew cabins and collecting company belongings. Coordinates berthing requirements with the Crew Administration Manager and oversees the sign-on process of new crew, which includes but is not limited to, explaining administrative tasks (i.e. time and attendance cards, training programs, etc.), ensuring new shipboard employees have all required tools for work, distributing appropriate business materials, reviewing emergency procedures, procuring name tags and other.
5. Conducts pre-departure safety & shipboard familiarization for all new sign ons. Completes the pre-departure checklist and submits to the Chief Officer Safety prior to the ship's departure.
6. Records meal count data and guest count information on a daily basis. Prepares and pulls meal count reports on behalf of the Executive Chef and communicates with the respective station.
7. Works with Hotel Operations, Inventory, Human Resources and the Information Technology divisions on a regular basis. Communicates regularly with management staff, including but not limited to the Crew Payroll Manager, Chief Officer Safety, F&B Director and Food & Beverage Manager, Windjammer Manager, Provisions Master, Restaurant Operation Manager, Maitre d’, Hotel Director and Financial Controller.
8. Records time cards into the computer program on a daily basis. Collects and prepares as required for final approval. Ensures work schedules are current and posted.
9. Collaborates with the Financial Controller team on pay out schedule, secure payroll records and cross checks for any discrepancies. Assists the Executive Chef in monitoring and forecasting the assigned budget, pulls the monthly financial report, monthly drill down and submits the reclassification template.
10. Maintains culinary crew files, proactively monitors the projection of crew movement and advices the shoreside scheduler regarding par levels, maintains attendance records, training schedules, cabin change requests, employee's performance records. Assists in completing objective performance appraisals and progressive discipline forms. Ensures all data is entered in the computer program in a timely manner.
11. Acts as liaison and assists in the coordination of special shipboard event requests such as VIPs, travel agents, charters, luncheons, charity, etc. Works closely with Restaurant Operations, Beverage Operations, the Group Coordinator and the Cruise Programs Administrator to ensure success of the event.
12. Informs the Executive Sous Chef/Sous Chef & workstation of special function requirements. This includes posting function details, from time to time, verifying that the status of requested food is prepared and arranged according to the GOLD Anchor Culinary Standards.
13. Coordinates and arranges meetings, prepares agendas, reserves and prepares facilities, records and transcribes minutes of meetings.
14. Oversees the uniform locker and its inventory. Occasionally monitors the laundry system of uniforms. Maintains the Chef’s office equipment and supplies and creates and enters onboard requisitions as required
15. As needed, performs secretarial duties such as responding to emails, posting notices, printing out ratings reports and guest surveys. Schedules appointments and maintains the filing systems. Makes copies of correspondence or other printed materials and distributes to appropriate people and departments. Sends, receives and distributes mail and notes/messages as required. Composes routine letters and correspondence. Routes or answers correspondence not requiring the Executive Chef’s attention. Keeps the Executive Chef informed of any outstanding issues.
16. Working together with the Executive Sous Chef /Sous Chef to prepare, post and update necessary crew work schedules. Plans menu updates, resolves guest complaints and other related details.
17. On Genesis Class ship, supervises and monitors the Culinary Operation Coordinator Junior to comply with daily tasks and requirements. Must attend meetings, training activities, courses and all other work-related activities as required.
18. Performs related duties as required. This position description in no way states or implies that these are the only duties performed by the shipboard employee occupying this position. Shipboard employees will be required to perform any other job-related duties assigned by their supervisor or management.

QUALIFICATIONS

Minimum hiring, language and physical requirements to perform the job.

1. Must have solid computer skills, including good knowledge of Word, Excel, PowerPoint and Lotus Notes. Any other programs are a plus
2. Must have a good command of the English language with excellent spelling, punctuation and grammar skills
3. Strong knowledge and experience with standard office procedures and organizational skills is necessary
4. Operates basic office equipment, including telephone, copy machine, fax machine etc.
5. Must have excellent interpersonal skills to communicate with all levels of management and employees.
6. Having prior work experience as an Administrative Assistant and/or having culinary knowledge is a plus.
7. Completion of high school or basic education equivalency is preferred.

Internal Candidate Requirements:

In addition to the stated hiring requirements, internal candidates are required to fulfill the following:

1. Must have completed one contract onboard in the Food & Beverage division with above average performance required.
2. Onboard culinary knowledge is a plus.
3. Experience with onboard computer programs such as E1 (Encore), Kronos and Crunchtime is a plus.

Language Requirements

• Ability to speak English clearly, distinctly and cordially with guests.
• Ability to read and write English in order to understand and interpret written procedures. This includes the ability to give and receive instructions in written and verbal forms and to effectively present information and respond to questions from guests, supervisors and co-workers. In accordance with this is the ability to write reports and letters grammatically correct in English.
• Ability to speak additional languages such as Spanish, French or German is preferred.

Physical Requirements

While performing the duties of this job, the shipboard employee is regularly required to stand; walk; use hands to touch, handle, or feel; reach with hands and arms; talk or hear; and taste or smell. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus.