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.