Port Operations Administrator

Overview

Awarded World’s Best Small Ship Cruise line, Windstar Cruises is known for intimate yacht style experience and unique voyages to the world’s best small ports and hidden harbors. Its three sailing yachts and three all-suite yachts carry just 148 to 342 guests and cruise around the world.

Our Mission: We imagine and deliver personalized and immersive experiences 180 degrees from ordinary

Our Vision: Enriching people’s perspective through inspired travel

Our Values: Welcoming, Innovative, Now, Discipline, Serve, Teamwork, Authentic, Responsible

We are currently seeking a detail-oriented Port Operations Administrator to play a key role in managing port reservations, verifying ship itineraries, processing port-related invoices and costs, and analyzing port operations for Windstar Cruises’ global fleet. This position involves maintaining various data systems that support the Marine, Safety & Environmental Operations team, with a focus on accuracy and attention to detail. The role requires both independent and team-based work, and the administrator will report directly to the Manager of Port Operations while collaborating closely with the Managers of Nautical and Marine Operations. Additionally, this position will be involved in reviewing operational processes and proposing changes to improve efficiencies and optimize port operations.

Responsibilities

• Port & Crew Invoices Management:
  • Process, record, and ensure accurate coding of port and crew invoices.
  • Track advanced payments and update monthly schedules.
  • Analyze port costs against historical data, budget estimates, and previous invoices, identifying any discrepancies or trends.
  • Address and investigate unusual cost overages and cost trends for specific ports.
  • Support monthly budget forecasting related to port operations.
• Port Reservations & Itinerary Management:
  • Secure and manage port reservations, ensuring the accuracy of ship itineraries.
  • Track and verify the mooring positions of vessels in various ports.
  • Confirm all port operations reference data and agreements with port agencies are up to date before the season begins.
• Data Management & Analysis:
  • Maintain and update Port Operations-related databases, including the Port Agent contact database.
  • Perform data analysis on port operations activities, including missed port calls, late departures/early arrivals, and invoice processing timelines.
  • Provide analytical support for cost trending and port-specific activities.
• Review & Process Improvement:
  • Continuously review and evaluate port operations and invoicing processes to identify opportunities for increased efficiency and cost savings.
  • Propose process improvements, collaborate with relevant stakeholders, and implement changes to streamline workflows and reduce operational bottlenecks.
  • Work with the Port Operations team to ensure that proposed changes are effectively communicated and adopted.
• Port Agent Relations:
  • Build and maintain strong relationships with port agents to resolve ongoing or outstanding issues.
  • Coordinate with port agents for timely information related to port operations and invoicing.
• Collaboration with Itinerary Planning Team:
  • Work with the itinerary planning team to engage port agents, gather port data, and complete port questionnaires to support ship operations.
• Support for Marine, Safety, and Environmental Operations:
• • Assist in collecting, consolidating, and presenting Best Practices and detailed port information for all global ports visited by Windstar Cruises.
  • Maintain a repository of Best Practices and Detailed Port Information, ensuring it is regularly updated and validated.
  • Contribute to projects and initiatives as assigned.

Qualifications

• Experience in the cruise industry or a related field.
• Background in financials/accounting.
• Strong communication skills, both written and verbal.
• Ability to work in a fast-paced, dynamic environment.
• Proven ability to manage multiple priorities efficiently.
• Experience with port reservation and invoicing IT systems preferred
• Strong multitasking skills, with the ability to balance immediate tasks and long-term projects.
• Proficiency in Microsoft Excel, Word, and Outlook.
• Solid internet research skills.
• Excellent organizational skills with a strong attention to detail.
• Self-motivated and able to work independently and as part of a team.

EEO: Windstar is committed to a diverse and inclusive workplace.  We are an equal opportunity employer. Qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity or expression, national origin, age, disability, pregnancy, genetic information, protected veteran status, or any other legally protected status.