Office Manager

This is a hands-on role requiring strong leadership, team coordination, and communication with Franchisors to ensure seamless distribution and superior service delivery. If you have a passion for process improvement, staff development, and operational excellence, we want to hear from you! It is a full time permanent role for minimum guaranteed 30 hours of work per week.

Key Responsibilities:

Franchisor Communication and Service Coordination
 Receive and follow daily instructions from the Franchisor.
 Make decisions about changes to delivery schedules, ensure approval is received for any changes, and implement them accurately.
 Communicate proactively with the Franchisor regarding proposed changes to services.
 Act as the first point of contact for any service-related questions or issues.
 Notify the Franchisor promptly about any unexpected delays or changes in delivery so they can manage customer concerns.
 Provide timely explanations for any delivery issues, such as missed or late deliveries.
 Report any delivery complaints and service disruptions clearly and quickly.
 Inform the Franchisor if publications are not received on time and explain the impact on distribution.
 May be required to perform additional tasks as assigned by the employer when needed.
 Address contract-related issues proactively by suggesting solutions and keeping both the Franchisor and business owner informed..

Staff and Onsite Management
 Use past data to estimate staffing needs and share forecasts with the business owner.
 Ensure staffing levels are sufficient and align with contract requirements.

 Prepare and manage staff rosters.
 Assign daily tasks based on rosters and organize distribution runs accordingly.
 Visit delivery sites daily to check operations and hand over run lists to supervisors.
 Make sure all route changes or updates are clearly communicated to staff.
 Ensure all team members have the correct and updated information to perform their jobs effectively.
 Supervise daily field operations and handle reports from field supervisors.
 Monitor that tasks are completed on time and report any issues.
 Organize backup staffing for absences, approve additional hours, and request more resources when needed.
 Advertise job openings and manage recruitment through community postings, ads, and referrals.
 Conduct interviews, check references, and handle new staff onboarding and compliance paperwork.
 Provide training and address any performance or conduct issues as per company policy.
 Hold performance meetings and prepare related reports for management.
 Collect employee feedback regularly and share insights with management.
 Keep staff records updated daily to support weekly payroll processing.

Operations and Administration
 Check and record publication deliveries daily to ensure accuracy.
 Report any damaged or missing items to the Franchisor or Owner.
 Maintain accurate records of paper counts, staff hours, promotions, and fuel allowances.
 Prepare the weekly payroll register.
 Oversee maintenance of delivery vehicles, ensuring WOF, servicing, and safety checks are up to date.
 Record and manage packaging material provided by the Franchisor.
 Track safety materials and ensure timely distribution to staff.

Health and Safety (OSH) Compliance
 Make sure all staff follow health and safety guidelines, including safe driving protocols.
 Regularly inspect operations to confirm use of required safety equipment.
 Ensure all vehicles meet legal compliance requirements.

 Prepare and report on any accidents or safety hazards as needed.

Reporting and Continuous Improvement
 Submit daily service reports to the business owner.
 Prepare monthly reports summarizing deliveries, staff expenses, supplies used, and complaints received.
 Monitor performance and suggest improvements to increase efficiency.
 Review and report on customer complaints and feedback.
 Suggest improvements for the overall quality of service.
 Maintain employee performance reports and update the business dashboard regularly.

What We’re Looking For
 Must hold a diploma qualification or two years of relevant work experience.
 Strong leadership and staff management skills.

Skills & Attributes
 Excellent attention to detail and problem-solving skills.
 Highly organized with effective time and resource management.
 Intermediate computer literacy (MS Word, Excel, PowerPoint).
 Strong communication skills and a customer service mindset.
 Resilient under pressure and adaptable to changing situations.

Preferred Personality Traits
 Trustworthy, reliable, and transparent.
 Energetic, personable, and team-oriented.
 Ambitious and driven to exceed performance targets.

What We Offer
 An autonomous and impactful leadership role.
 Supportive ownership and opportunities for growth.
 Competitive salary based on experience.
 A dynamic and fast-paced environment serving a reputable media brand.

How to Apply
Please submit your resume and a cover letter outlining your relevant experience and why you’re a great fit for this role. We look forward to hearing from passionate candidates ready to lead operational excellence!

The successful candidate must be a New Zealand Citizen/Resident or hold valid New Zealand work rights.