Sr. Associate, Program Management

About the role

This incumbent is responsible for project management support by assisting multiple Project Managers in the coordination and management of key functions of development and execution of Newbuilds and Revitalization Projects. The position acts as a liaison between the department’s clients (Brands, PDT, Finance Design, Operations, Ship, Mission Control, etc.) to gather, analyze, organize, and present critical information required for successful and efficient project management. The Newbuild Project Specialist will also develop strong relationships with external partners, such as trade partners and external consultants, and support strategic alignment across the global corporation to achieve program targets and timelines.

Responsibilities

• Assist the assigned Sr. PM with post-delivery Newbuilds’ Technical projects, including commissioning, risk assessments, planning, and manning, both on-site and from the Miami office.
• Serve as post-delivery liaison between Onboard Team, Shipyard, and New Build Department (Design, PDT, Finance, Technical).
• Owners Work Claim Actioning & Remedy Execution: lead confirmation of warranty scope, obtain contractor acceptance and/or estimations, analyze contractor estimations, negotiate, issue PRF, ensure final contractor costs are within budget, and finalize remedy with planning, preparation, and onboard team alignment.
• Organize “Top 5” Claims Meetings and act as liaison between New Build Leadership and other stakeholders.
• Provide project management coordination and support for the development, tracking, monitoring, and reporting of several small, medium, and large projects.
• Administer team meetings (attendees, agenda, and official minutes) and draft project status reports for executive review.
• Provide input on project planning methods and tool usage to standardize reporting methodologies.
• Plan, coordinate, and structure project management workshops, ensuring clear objectives, stakeholder involvement, and agreed-upon deliverables.
• Develop and maintain knowledge of department tools and resources (video conference, conference calls, conference room technology, tablets, computers, document sharing, etc.), teach others to use them, and set up meetings and events.
• Prepare and distribute presentation documents for project management meetings and status reporting, collecting and organizing information from multiple departments and external suppliers into clear and meaningful presentations under the guidance of Project Managers.
• Set up, maintain, and support access to the department’s web-based document management systems (SharePoint and DocuSign) as required by Project Managers.
• Ensure all project stakeholders use I95 project management tools properly.
• Communicate effectively with outside vendors/contractors to ensure contracted deliverables are met in a timely fashion.
• Assist in special projects and assignments as directed by Project Managers.
• Support project teams in collecting quantitative/qualitative statistics and performing basic numerical analysis (financial, statistical).
• Consolidate meeting minutes into actionable items and deliverables, update and maintain project/program action logs, and follow up with action item owners to drive tasks to completion.
• Assist Project Manager in the coordination required for the creation of the project budget matrix, with a solid understanding of budget matrix principles.

Qualifications

• Bachelor’s degree or equivalent in Business Administration, Industrial Engineering, or a similar field required.
• 5–6 years of experience in project administration required.
• 4 years of office administration experience required.
• Cruise industry experience preferred.
• Equivalent combinations of education and experience may be considered.

Knowledge and Skills

• Solid written and verbal communication skills; clear and precise communication at all levels of the organization.
• Knowledge of effective communication for providing customer and personal service to internal and external groups, including shipyards, vendors, customers, Revenue Management, Marketing, Groups/Sales, Corporate Communications, Operations, Safety, Security, Medical & Public Health, and international site offices.
• Excellent interpersonal skills with strength in communicating in a multicultural environment across 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 conclusions.
• 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.
• For internal candidates: knowledge of CAR process (budget, approval, reconciliation, and reporting), Niku, BOX, SQM filing system, and DocuSign.

Physical Demands & Work Environment

The work environment includes work inside and outside the office, travel to other offices, domestic and international travel for long durations, and work onboard during projects. The role may involve working in shipyards during project execution with basic accommodations, and may include a high noise level when visiting shipboard or offsite locations. Occasional walking to the dock and ascending/descending vessels is required. Visual requirements include distant, close, and color vision, and the ability to adjust focus.