Office Assistant - Greater London, United Kingdom - City Cruises UK

Description

Job Description

City Cruises UK is part of the City Experiences division of the Hornblower Group, a global leader in world-class experiences and transportation services. We operate public dining and sightseeing cruises as well as private charters for corporate events, birthday parties, weddings, or other special occasions across London, Poole and York.

The Operations Assistant assists the Operations Team in the smooth running of the daily Operations. This position also includes Operations Administration, which requires keen attention to detail, along with the ability to prioritise multiple tasks simultaneously.

This is a full-time position, on a permanent basis, Monday to Friday, 45 hours per week. 45 hours per week (7am to 4.30pm - subject to change).

1. First point of contact for the Operations Office.

2. Continuous cover for Operation's phone

3. Administrative duties to include;

• Assist in the preparation and maintenance of all Operations reports' including;
• All external and internal inquiry reports arising from operational incidents afloat or ashore.
• Incidents reports concerning outside authorities such as the PLA, MCA and MAIB to be reported immediately to the Operations Manager.
• Maintain records of all environmental reports arising from inspections of vessels or the environment of Cherry Garden Pier.
• Monitoring of AIS passenger reporting and recording of passenger number reports from Piers.
• Assist with establishing and maintaining accurate KPI reports.

4. Prepare and distribute the daily briefing folders for Captains and Mates.

5. Ensure timesheets within the Operations Department are completed on time and given to and submitted to the payroll department in time and following the correct procedure. to process in coordination with the correct procedure

6. Check and file Captains' log sheets, noting points of concern and reporting to the Operations Manager.

7. Maintain the Operations office library of vessel files, including:-

• Log sheets
• Drill sheets
• Repair and maintenance requests
• Passenger certificates
• Safety equipment certificates

8. Maintain and issue the Operations library of controlled SMS publications and documents, including:-

• Safety and Operational Procedures (SOPs) manuals
• Emergency Procedures Guide (EPG)
• Operational memorandums
• Navigational Risk Assessments
• Generic and individual Passage Plans
• PLA notices to Mariners
• MCGA Notices to Mariners
• Maintain crew attendance/lateness spreadsheet.

9. Assist the Operations Manager with the issue and control of daily briefing folders.

10. Compliance with the company SMS.

11. Be familiar with all the services within the company and our trade customers for day to day running on the pier locations.

12. Ensure departmental purchases are made in accordance with Company policy.

13. Any ad-hoc duties as requested by the Head of Operations or the Operations Manager.

14. Attend meetings as required by the Head of Operations or Operations Manager.

REQUIREMENTS & QUALIFICATIONS

Requirements and Qualifications

• Experience of working in busy and dynamic office environment.
• Very strong administration skills.
• Educated to GCSE level or equivalent.
• Proficient in IT – Microsoft Word, Excel, Outlook and PowerPoint.
• Have a flexible, can-do attitude with the ability to react calmly in a pressurised situation.
• Able to own and follow-through on projects required and issues raised.
• Excellent organisational and time management skills.
• Excellent oral and written communication skills.
• Team player but able to motivate self and work independently on own initiative.
• Able to work to tight deadlines and prioritise workload.

DESIRABLE

• Customer service/operational background.
• Proven experience in being highly organized.
• Experience and/or knowledge of MCA and PLA regulations for the River Thames.