Program Specialist in Miami, FL at Royal Caribbean Cruises Ltd.

Date Posted: 1/11/2020

Job Snapshot

Job Description

Position Summary:

This incumbent is responsible for project management support in the Newbuild process. Assisting the Project Manager and team in the coordination and administration of key functions and documents related to Newbuild Projects. This position will support and sustain a partnership between the department’s clients (cruise brands, etc) and Newbuilding by consulting with various internal clients  to gather, organize, and present critical information to ensure successful program delivery. This position will also help to coordinate meetings, events and presentations. The Newbuild Project Specialist will be responsible for communication and strategic alignment between segments of the entire global corporation to achieve program targets and timelines by driving processes, initiatives, facilitating information, planning/preparing meetings, administering project tools (e.g. action logs, project plans) and developing executive presentations.

Essential Duties and Responsibilities:

  1. Project coordination and support the development, tracking/monitoring and reporting of several small to medium size projects.
  2. Project & task coordination and support to the development, tracking/monitoring and reporting of several small to medium size presentations and meetings from inception to completion, ensuring on-time delivery of requested outputs.
  3. Provide administrative support including creating reports, correspondence, spreadsheets & presentations, coordinating special projects, filing, processing invoices, scheduling appointments, greeting vendors and recording meeting minutes.
  4. Provide input on project planning methods and tool usage to project participants to standardized reporting methodologies.
  5. Develops a strong knowledge of all tools and resources used by the department; including, but not limited to: video conference, conference calls, conference room technology, tablets & computers, document sharing, etc. Helps to teach others to use these tools; as well as, uses knowledge to set up meetings & events
  6. Responsible for all presentation documents required by the department in support of management meetings and status reporting. Will be responsible to distribute drafts and collect information from multiple departments and external suppliers, and to collate and organize this into a clear and meaningful presentation under the guidance of the project manager.
  7. Responsible for collecting information from multiple individuals involved with the projects both inside and outside of the Company. Will then organize, distribute and follow up on this project reporting and communication documents, such as roles and responsibilities table, project model and GA poster, risk assessment log, contact list, and action log.
  8. Assist in maintaining and supporting access to the department web based document management system NDOCS.
  9. Provides assistance in special projects and assignments as directed by the Project Manager.
  10. Takes meeting minutes and organizes into action items and deliverables. Helps to update and maintain project/program action logs. Periodic follow up with assigned action item owners to assess current status and follow through to closure.
  11. Performs other duties as required. This job description in no way states or implies that these are the only duties to be performed by the employee occupying this position. Employees will be required to perform any other job-related duties assigned by their supervisor or management.

Job Requirements

Financial Responsibilities:

Supports creation and management of small size project budgets with oversight by Managers for projects under their supervision. Solid understanding of accounting rules for expense and capital activities is desired.

Qualifications:

  • Bachelor’s degree or equivalent in Business Administration, Industrial Engineering or similar field required.
  • 2-3 of experience in projects administration required.
  • 3 years in an office administration environment is required.
  • Cruise industry experience preferred
  • Equivalent combinations of education and experience may be considered.

Knowledge and Skills:

  • Solid written and verbal communication skills a must. Clear and precise communication at all levels of the organization essential.
  • Knowledge of effective communication for providing customer and personal service to internal and external groups, such as shipyards, vendors, customers, Revenue Management, Marketing, Groups/Sales, Corporate Communications, Operations, Safety, Security, Medical & Public Health and international site offices.
  • Excellent interpersonal skills, strength in communicating in a multicultural environment with all levels of employees and management.
  • Ability to apply analytical, financial, conceptual and strategic thinking to objectives, proposals and performance.
  • Ability to multi-task in a fast-paced environment.
  • Ability to define problems, collect data, establish facts, and draw valid
  • Ability to read, analyze and interpret contracts, procedures, financial reports, legal documents, and government regulations.
  • Intermediate Proficiency in MS Word, Excel, PowerPoint, Visio, and Project required. Familiarity with email and internet applications.
  • Excellent administrative, organizational and presentation skills.
  • Ability to give and receive instructions in written and verbal forms and to effectively present information and respond to questions from management, co-workers, customers, vendors, shoreside and shipboard employees.
  • Internal Candidates: Knowledge of CAR process: budget, approval, reconciliation, and reporting, AMOS, Niku, Lotus Notes Database, SQM filing system, Kronos, JDE, and Essbase

Physical Demands:

Must be results oriented and be able to perform each essential duty satisfactorily with little to no guidance while highly motivated to excel. Individual must be proficient in basic Microsoft Office applications including Word, Excel, and PowerPoint. Microsoft Project experience is desired. Lotus Notes experience is desired. A significant amount of interpersonal communications and interaction is required to be successful at this work. The candidate must be comfortable working with many internal and external partners and comfortable in asking for information and following up till the required data is received from a variety of internal departments and external vendors.

Work Environment:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of the job. The work environment is inside the office.

It is the policy of the Company to ensure equal employment and promotion opportunity to qualified candidates without discrimination or harassment on the basis of race, color, religion, sex, age, national origin, disability, sexual orientation, sexuality, gender identity or expression, marital status, or any other characteristic protected by law. RCL and each of its subsidiaries prohibit and will not tolerate discrimination or harassment. 

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