Manager, Project Administration - Hotel Refurbishment and Technical Projects

The Manager, Project Administration - Hotel Refurbishment and Hotel Technical Projects is a strategic leadership role responsible for integrating project administration, maritime analytics, and operational strategy to drive excellence across Hotel Refurbishment & Hotel Technical. They play a critical role in the successful planning and execution of large technical projects across the Carnival Cruise Line (CCL) fleet. They work closely with project managers, engineers, and other stakeholders, providing project support, mentorship, and performance oversight to ensure alignment with project goals, timelines, and budgets. This role ensures effective coordination, documentation, and reporting throughout the project lifecycle, while supporting budget management, resource planning, and cross-departmental collaboration. The ideal candidate will bring exceptional organizational skills, attention to detail, and experience in project administration within the hospitality or cruise line industry.

Essential Functions:

• Process Improvement: Identifies business process challenges by analysing process data and metrics and determines processes to be improved. Facilitates teams to critically review current procedures for effectiveness, quality, and simplification. Develops and implements process solutions to improve operational efficiency. Evaluates and documents existing processes, recommends improvements and evaluates the efficiency of changes made to business processes. Develops and designs documents, including training manuals, process outlines, flowcharts, and implementation procedures in compliance with regulatory requirements. Provides training programs on new processes as needed. Manages the Refurbishment Department SharePoint site. Oversees, revises, and updates the department processes and procedures development. Ensures that the Project Team follows the policies and procedures when managing projects.

• Planning Phase: Oversee the administrative aspects of hotel refurbishment & Hotel Technical projects, including scheduling, documentation, resource allocation, and logistics to support project managers and ensure smooth project execution. Manage dashboard document updating leadership. Working closely with directors and VPs to establish full project lists for upcoming drydocks. • Liaison with Finance to confirm CAR numbers that relate to approved projects assigned to the Refurbishment Department. Communicate project list to design team for assignments. Manage sharepoint site where documents are gathered for pricing. Work closely with strategic sourcing for projects over $200k to submit documents for pricing and track pending list of projects per drydock. Manage the RFQ – pricing requests that don’t go through sourcing through refurb department process. Work with the PM assigned for review of quotes prior to award process. Responsible to submit documents to Class and USCG. Communicate with engineers for responses. Convey documents to shipboard and shoreside teams. Collect documents pre drydock for HMP process including Risk Assessment. Work closely with purchasing department to report pending orders, new vendor set up and collecting updated documents. Communicate to vendors proper invoicing process.

• Drydock Phase: Offsite support to theTechnical and Refurbishment project teams during drydock in international shipyards. Managing the inspection process for the refurbishment department. Communicate and manage Close out process

• Team Leadership & Development: Team Management: Lead, mentor, and develop a team of Project Analysts, providing guidance, training, and performance feedback. Foster a collaborative and high-performance culture, encouraging innovation and continuous improvement. Professional Development: Identify training and development needs within the team and provide opportunities for growth. Promote a culture of learning and professional development, ensuring that the team stays current with industry best practices and emerging trends. Performance Management: Conduct regular performance evaluations, setting clear expectations and goals for each team member. Address any performance issues promptly and professionally, ensuring that the team remains motivated and productive.

• Post drydock: Communicate with finance on vendor invoicing updates. Managing contractor evaluation process. Warranty process 1 year post DD

Knowledge, Skills & Abilities:

• Scope: This role has fleet-wide scope, supporting the planning and execution of large hotel refurbishment and technical projects across multiple vessels. It is responsible for coordinating project administration activities end to end, including documentation, reporting, tracking, and alignment of stakeholders across marine, technical, hotel, and corporate teams. The role operates across both shipboard and shoreside functions, ensuring that projects are organized, visible, and aligned with broader operational priorities.

• Problem solving: The role manages complex and often ambiguous challenges that arise from coordinating large scale technical projects with many moving parts. Issues typically involve competing priorities, tight dry dock schedules, evolving technical requirements, and cross functional dependencies. The role must assess incomplete or inconsistent data, identify gaps, and implement practical solutions to maintain project momentum.

• Impact:  The impact of this role is directly tied to the successful delivery of high value capital projects that affect the guest experience, brand standards, and long-term condition of the fleet. Strong project administration improves execution speed, reduces delays, and limits cost overruns, which has a measurable financial benefit. It also helps ensure that refurbishments are completed on time and to expected quality standards.

• Leadership: This role provides leadership through both direct management and influence. It mentors and guides project administration staff, setting expectations for quality, accountability, and attention to detail. It also builds capability across the team by promoting best practices, consistent tools, and clear performance standards. Equally important, the role leads through cross functional influence. It serves as a central point of coordination, aligning project managers, engineers, and operational leaders who may not report directly into the function. By building strong relationships and establishing credibility, the role drives collaboration, resolves conflicts, and ensures alignment toward shared project goals.

Qualifications:

• Bachelor's Degree in Industrial Engineering, Project Management, Business Administration, Hospitality, or a related field                                                                                                                           Strong understanding of project administration practices, including scheduling, budgeting, reporting, and documentation control across large, complex projects.

• Knowledge of technical and hotel refurbishment projects, ideally within cruise, hospitality, construction, or marine environments.

• Familiarity with dry dock planning and execution, including timelines, vendor coordination, and operational constraints.

• Understanding of financial concepts such as capital budgets, cost tracking, and forecasting.

• Awareness of cross functional operations, including engineering, marine operations, hotel operations, procurement, and finance.

• Working knowledge of project management tools and systems used for tracking progress, risks, and performance metrics.

• Strong organization and planning skills, with the ability to manage multiple projects and priorities at the same time without losing attention to detail.

• Ability to translate complex project information into clear, concise reporting for different audiences, including senior leadership.

• Strong problem solving skills, with the ability to identify gaps, anticipate risks, and implement practical solutions quickly.

• Excellent communication skills, both written and verbal, with the ability to influence and align stakeholders across functions.

• Ability to build relationships and collaborate with diverse teams, including technical experts and operational leaders.

• Strong analytical skills, with the ability to use data to track performance, identify trends, and support decision making.

• Minimum 7+years of experience in project administration or project coordination, ideally within the hospitality, cruise, or construction industry                                                                         Experience supporting large scale capital projects or refurbishments is strongly preferred.

• Prior experience working in cross functional environments with multiple stakeholders.

• Experience with project management tools

Travel: 25-50% with shipboard travel likely

Work Conditions: Work primarily in a climate-controlled environment with minimal safety/health hazard potential.

Physical Demands: Must be able to remain in a stationary position at a desk and/or computer for extended periods of time.

This position is classified as “in-office.”  As an in-office role, it requires employees to work from a designated Carnival office in South Florida Monday through Thursday each week. Employees may work from their homes on Fridays.  Candidates must be located in (or willing to relocate to) the Miami/Ft. Lauderdale area. 

Offers to selected candidates will be made on a fair and equitable basis, taking into account specific job-related skills and experience.   

At Carnival, your total rewards package is much more than your base salary. All non-sales roles participate in an annual cash bonus program, while sales roles have an incentive plan. Director and above roles may also be eligible to participate in Carnival’s discretionary equity incentive plan. Plus, Carnival provides comprehensive and innovative benefits to meet your needs, including: 

• Health Benefits: 

  • Cost-effective medical, dental and vision plans 
  • Employee Assistance Program and other mental health resources 
  • Additional programs include company paid term life insurance and disability coverage  
• Financial Benefits: 
  • 401(k) plan that includes a company match 
  • Employee Stock Purchase plan 
• Paid Time Off 
  • Holidays – All full-time and part-time with benefits employees receive days off for 8 company-wide holidays, plus 2 additional floating holidays to be taken at the employee’s discretion.  
  • Vacation Time – All full-time employees at the manager and below level start with 14 days/year; director and above level start with 19 days/year.  Part-time with benefits employees receive time off based on the number of hours they work, with a minimum of 84 hours/year.  All employees gain additional vacation time with further tenure. 
  • Sick Time – All full-time employees receive 80 hours of sick time each year.  Part-time with benefits employees receive time off based on the number of hours they work, with a minimum of 60 hours each year.   
• Other Benefits 
  • Complementary stand-by cruises, employee discounts on confirmed cruises, plus special rates for family and friends 
  • Personal and professional learning and development resources including tuition reimbursement  
  • On-site Fitness center at our Miami campus 

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