Office Manager
Company: New Zealand - Australia Tours & Travel Limited.
The Office Manager is responsible for organising and overseeing the day-to-day administrative and operational functions of the travel company. The role ensures efficient office operations, coordinates travel arrangements and supplier relationships, manages office resources, and supports staff to deliver high-quality customer service and travel experiences.
Office Administration & Operations
- Plan, organise and review office administrative systems, procedures and workflows to ensure efficient business operations.
- Establish office priorities, service standards and administrative processes.
- Allocate office resources, including staff, workspace, equipment and office supplies.
- Monitor office expenditure and maintain administrative budgets where required.
- Manage office records, company documentation, correspondence and filing systems.
- Ensure office equipment, IT systems and communication facilities are properly maintained and operational.
- Oversee purchasing and inventory of office supplies.
Staff Coordination
- Assign administrative duties and monitor staff performance to ensure work is completed efficiently.
- Assist with recruitment, onboarding, training and supervision of administrative staff.
- Coordinate staff rosters, leave records and payroll information.
- Support performance management and staff development activities.
Customer & Travel Coordination
- Communicate with customers before, during and after their travel to confirm itineraries and provide travel information.
- Respond promptly to customer enquiries via phone, email and online communication channels.
- Coordinate travel arrangements and ensure all bookings are confirmed prior to customer arrival.
- Prepare travel documentation and operational schedules for customers and tour staff.
- Resolve customer service issues efficiently and professionally.
Supplier & Business Coordination
- Liaise with hotels, restaurants, transport providers, attractions and other tourism suppliers to arrange accommodation, meals, airport transfers and tour services.
- Confirm booking details, special customer requests and service requirements with suppliers.
- Negotiate service availability, pricing and booking schedules where required.
- Maintain strong working relationships with business partners to ensure high service standards.
- Coordinate with professional service providers and external stakeholders to support business operations.
Compliance & Quality Assurance
- Ensure office operations comply with company policies, government legislation and tourism industry requirements.
- Ensure compliance with Occupational Health and Safety (Health and Safety at Work Act 2015) and workplace procedures.
- Monitor service quality and implement improvements to office procedures and customer service standards.
- Assist management in developing operational policies and business improvement initiatives.
Financial & Administrative Support
- Maintain office accounts, invoices and administrative records.
- Assist with reconciliation of supplier invoices and operational expenses.
- Prepare operational reports and administrative documentation for management.
Skills & Experience
-Be able to speak Vietnamese
- Minimum 2 years of relevant work experience OR a Diploma qualification
- Full-time availability
- No criminal record
- Must be a New Zealand resident or citizen.