Office Manager

19 hours ago

Wellington City Wellington, New Zealand BW Miller Dean Limited Full time

**Job Overview**:
The Office Manager will oversee office administration, reception, executive assistance, IT, onboarding, HR, marketing, and workflow management. This role is pivotal in ensuring efficient business operations, maintaining high-quality client relationships, and supporting directors in their day-to-day activities.

**Key Responsibilities**:
**Administration & Reception**:

- Oversee office administration, workflow, and data management.
- Manage reception duties, including greeting clients, answering calls, and assisting with inquiries.
- Maintain strong client and customer relationships.
- Draft and prepare letters, reports, presentations, and other documents.
- Organize and coordinate office events.

**Executive Assistance**:

- Schedule client meetings and travel arrangements for directors.

**Office Management**:

- Order office supplies and equipment.
- Liaise with subcontractors and suppliers.
- Schedule and book meetings, venues, and send invitations.
- Create and update office procedures.
- Assist with finance and budget management.
- Oversee document management and internal project implementation.
- Act as a Body Corporate liaison.

**IT & Software Management**:

- Liaise with IT support for troubleshooting and improvements.
- Maintain the office computer and asset register.

**Onboarding & Compliance**:

- Prepare proposals for potential clients and follow up on new leads.
- Oversee the onboarding and offboarding of clients.
- Conduct Anti-Money Laundering (AML) checks for clients and staff.
- Adhere to the AML program and risk assessments, liaising with the AML officer as required.

**Human Resources Support**:

- Assist HR directors with team onboarding and offboarding.
- Draft offer letters and employment contracts.
- Manage induction processes, including system and software setup.
- Ensure policy documents and ethics agreements are signed.
- Schedule performance check-ins and assist with performance reviews.

**Marketing & Client Engagement**:

- Manage company newsletters, website updates, and domain registrations.
- Maintain Google reviews and client engagement.
- Oversee the annual Audit Shield renewal process.

**Workflow & Project Management**:

- Monitor and manage project deadlines.
- Assist with capacity planning and workflow optimization.
- Allocate and track jobs and budgets effectively.

**Skills & Experience**:

- Minimum of 3 years experience in office management, administration, or executive assistance roles.
- Strong organizational and multitasking abilities.
- Excellent communication and interpersonal skills.
- Proficiency in Microsoft 365 and other business software.
- Ability to manage IT-related tasks and liaise with IT support.
- Understanding of financial administration and budgeting.
- Experience in marketing and client engagement is a plus.
- Knowledge of Anti-Money Laundering (AML) processes is an advantage.

**Why Join Us?**
- Be a part of a supportive and professional team.
- Work in a dynamic environment with diverse responsibilities.
- Enjoy opportunities for professional growth and development.

**The role**
- Permanent position
- Full time, 37 hours per week. Mon - Thurs 8.30am - 5pm, Fri 8.30am - 2pm.

If you are a proactive and detail-oriented professional with a passion for office management and business support, we’d love to hear from you

Pay: $70,000.00 - $80,000.00 per year

Work Location: In person

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