Apollo Ship Chandlers
JOB DESCRIPTION - HOTEL CONTROLLER
Title: Hotel Controller
Reports to: Food & Beverage Director/ Shore side MIS
Subordinates: Provision Master / Computer Operator F&B / HR
To perform all administrative and control services for ICS aboard the vessel.
This position description in no way states or implies that these are the only duties to be
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.
Is responsible for administrative functions. This responsibility includes overseeing the
maintenance of the ICS system, overseeing all crew administration, including the payroll and
gratuity templates, and the balancing and closing of the cash report. As well, it includes
analyzing all daily operations transactions and costs, and to control the operating costs by
reconciling all inventory, consumption, and revenue information, specifically as pertains to bar
1. Technical liaison with M.I.S. in regards to the I.C.S. system, and produce an FBS and ICS
2. Must strictly supervise accurate data input and output; this includes, but is not limited to,
meal counts, orders, and receiving (includes data input and output performed by the
Computer Operator and Provision Master).
3. Manage and supervise the entire inventory cycle process and generate the master order
templates (Excel format attached to ICS) based on the order and loading schedule.
4. Manage and support to maintain inventory levels, accuracy rates, and inventory controls
onboard the vessel for the departments, which Apollo is managing and partnering the
supply chain to archive shipboard and shore side goals.
5. Manages Food & Beverage and Hotel Storekeepers to implement and execute proper
inventory control procedures and process.
6. Publishes performance metrics reports related to inventory accuracy, turn over,
unaccounted variances, space utilization, order and delivery efficiency with related
deadlines, and consumption in quantities for all departments per voyage.
7. Establish and enter inventory schedule on a voyage basis within the ICS system with the
goal to inventory products and locations on a daily basis throughout the voyage.
8. Coordinates and if required participates in cycle counts and physical inventories of stock
according to our preferred classification of merchandise.
9. Implements and initiates spot checks after conducted inventories and report variances to
the onboard management and the corporate office.
10. Ensures that all system related maintenance and updates are done in a timely manner.
11. Meets frequently with all requisition users to ensure that all requisition templates are on
the newest status and no templates are in uses that have been created outside the site.
12. Takes an active role during the loading process and collect all signed and confirmed
vendor and warehouse invoices and process the electronically receiving in ICS in a timely
13. Responsible for the reconciliation process associated with provisioning of the ship on
loading day within the specified timeframe and the communication of discrepancies to the
respective parties involved. This function includes receiving inventory into the system,
comparing delivered, pre-receiving and actual receiving of merchandise.
14. Establish procedure to track and record direct to ships and warehouse invoice compliance.
15. Responsible for maintaining all administrative logs associated with cycle counts, key
controls, loading recaps and quality issues reported.
16. Responsible to establish and provide report amounts and number of emergency add on
and cash out port purchase to the corporate office as a part of the end of voyage report.
17. Responsible for checking the daily meal counts and leftovers recording as performed by
the Computer Operator in order to help the Ex. Chef to forecast food production.
18. Communicates daily with the Head Bartender & Cellar Master regarding the beverage
transactions by reconciling Micros / Fidelo reports as provided by the night auditor.
19. Production of daily, and per voyage, beverage revenues and PPD report
20. Daily sales analysis for all beverage staff. Liaising with the Head Bartender & Cellar
Master to ensure maximization of revenue. Tracking sales target.
21. Production of beverage voyage-end reports, and cost analysis for the shore-side offices
and onboard management, and “Beverage Revenue Settlement”.
22. Responsible to ensure that the signed victuailling report arrives in the Miami office
within 24 hours of cruise ending.
23. Is responsible to oversee the payroll and pay the ICS crew on a bi-weekly basis and
ensures that all crew outstanding balances are properly deducted.
24. Is responsible to oversee the production of the Gratuity report and to pay ICS personnel.
25. Is responsible to ensure that T.A.R. procedures are followed.
26. Is responsible for producing the cash report on a voyage basis, and is responsible to
balance the safe. The cash report must include all back-ups and be sent on a timely basis
(must include signing privilege with back-up).
27. Supervises the Computer Operator F&B and HR, making sure that all tasks described in
his job description are performed, while adhering to all policies as outlined in the HR
28. Responsible for ensuring documentation requirements from ship to shore are followed per
Section 17 of the HR manual.
29. Production of the Global Money Transfer file following receipt of crewmembers monies.
30. Responsible to produce and send “Transfers to Oceania Staff
31. Responsible to produce and send “Special services recap with back-up”
32. Must be the liaison with the Accounting Department in the Miami office (first point of
33. Facilitates a month end meeting to discuss financial performance with all department
heads. The meeting should be minute and sent the office by the 5th of each month with
the month end cost figures.
1. Participates in safety drills according to instructions.
2. Complies with Oceania’s safety and pollution prevention regulations and operating
1. Minimum of 3 years experience related to administrative, material, logistics and control
2. High School education or the international equivalent preferred.
1. Ability to read and write English in order to understand and interpret written instructions
and procedures. This includes the ability to give and receive instructions in written and
verbal form and to efficiently present information and respond to questions from
supervisors and co-workers.
2. Strong interpersonal skills and ability to interact well with diverse cultures.
3. Strong analytical skills and the ability to interpret and analyze financial data related to
inventory, revenue and consumption trends.
4. Previous Food & Beverage management experience in hospitality industry preferred.
5. Knowledge of policies and practices involved in the human recourses function.
6. Knowledge of public health standards related to storeroom management of food &
beverage products preferred.
Word, Excel, Micros, Fidelio
1. Great attitude at all times.
8. Team worker
9. Good administrator
12. Detail oriented
13. Ability to meet deadlines
14. Ability to work with international team.
15. Ability to lead and make decisions.
Luxury cruise ships sailing around the World - combine work and travel, but be ready for hard work!
Work experience in International Company
Food, accommodation, and medical insurance expenses are covered by the company
CONTRACT LENGTH 6 MONTHS / 2 MONTHS VACATION