Director of Administration

Hornblower Group · Chicago, Illinois

FULL TIME

Job Description

About the Role:

The successful Administrative Director oversees the city’s day-to-day administrative operations with a focus on accounting, finance, HR, office management, and IT coordination. This multifaceted role ensures smooth financial processes, efficient onboarding and payroll support, and responsive administrative services—all while partnering with key departments to maintain a high standard of operational excellence.

Responsibilities

Accounting & Finance

Oversee the city’s Cash Management function, including office petty cash, local checking account, and audits of restaurant / ticket booth daily closeouts, deposits, and petty cash

Enter onboard sales in Anchor for revenue recognition and audit onboard close-outs for any unusual activity, such as high voids and comps or cash shortages

Administer timely billing of all direct bill accounts. Assist sales director in monitoring open receivables and collecting on balances due. Submit adjustment requests to Accounting as needed for any closed order corrections needed.

Manage the city’s invoice submission process according to established Company procedures

Act as city contact and assist Accounting Team with general requests and inquiries related to accounts payable, accounts receivable and general ledger activity

Generate all month-end reports and accruals according to the schedule established by the Accounting Department

Analyze and forecast the Administration Department’s monthly expenses. Submit adjustments and corrections and provide explanations for significant variances

Human Resources

Act as HR contact between city employees and HR and Payroll Departments

Resolve shipmate pay discrepancies in conjunction with Department Heads and HR

Coordinate the distribution process for paychecks

Oversee and approve payroll edits in NOVAtime for all Departments as necessary

Coordinate with Recruiting and Onboarding Teams for recruitment and onboarding needs as necessary

Oversee New Hire Orientation, including scheduling, presentation, and follow-up

Review Company benefit options and enrollment process with new hires

Act as an advocate of the Company

Benefits

Program as directed by the HR Department

Ensure labor law posting requirements are satisfied in office, vessels, and ticket booths

Coordinate publishing schedules in Teamworx with all Departments

Administration - Office Management

Participate in the weekly Manager’s Meeting

Administer donation and comp pass requests

JOB DESCRIPTION Last Updated: 7/30/2025

Coordinate follow up with guest complaints

Coordinate follow up as needed for any guest or shipmate injuries

Coordinate and ensure all office equipment is functioning, and office equipment repairs, and maintenance occur in a timely manner, including copier and postage machine. Troubleshoot and provide technical support when possible

Manage shipmate parking privileges or other soft benefits (if applicable)

Manage purchasing of office supplies and printing including business cards, and stationery, drink tickets, vouchers, etc.

Act as primary liaison with the office security company and secondary contact with landlords

Information Technology

Act as the city’s primary contact with the IT Department

Escalate city IT (hardware & software) questions/issues to the IT Department when unable to resolve at the city level

Coordinate set-up of telephone and computer for all new shipmates

Coordinate all office computer installations, maintenance & repairs in conjunction with the IT Department or outside service vendors when appropriate

Coordinate service/repair with outside service vendors when appropriate

Basic training for new shipmates in log-on procedures, Outlook, OKTA, as appropriate

Qualifications

High School diploma or equivalent required

Minimum four (4) years administrative experience with accounting responsibilities (Accounts Payable (A/P) and Accounts Receivable (A/R) experience)

Minimum three (3) years of cash handling experience

Staff management experience preferred

Bachelor’s degree in a related field preferred

Required Skills

Ability to analyze and solve problems

Demonstrated ability to manage multiple priorities/tasks

Ability to establish and maintain effective working relationships

Provide advice/opinion and exercise discretion concerning confidential and sensitive matters

Proficient computer and Microsoft Office skills (especially Word & Excel

Company	Hornblower Group
Location	Chicago, Illinois
Type	FULL TIME
Niche	Managers

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