Primary Objectives:The role of the Office Manager is to organise and coordinate administrative duties and office procedures.The Office Manager's responsibilities include scheduling appointments and classes, maintaining a system of monitoring members' activities, booking systems, and general enquiries.To provide customer service and contribute to studio sales targets.To maintain a tidy, clean, and pleasant environment ensuring high levels of organisational effectiveness, communication, and safety.Overseeing and supporting other administrative staff.Ultimately, the Office Manager will ensure the smooth running of the office and help to improve company procedures and day-to-day operation.Responsibilities and Duties:Maintain office systems and databases using a range of software packages.Manage diary and booking systems for Physiotherapists and Pilates studio.Maintain and develop a customer and prospect database, including following up on all leads and complimentary classes. Actively promote Tiaki to all prospective members and drive sales towards purchasing memberships.Manage the daily operations of the clinic/studio including organising mail, checking, and responding to voicemail messages, email, and website enquiries.Manage teaching roster and keep up to date liaising with teachers regarding cover for holidays and sick leave.Type and word-process various documents and electronic information, prepare reports, letters, and presentations.Manage, organise and update relevant data using database applications.Adhere to stated policies and procedures relating to health and safety and quality management.Maintain office policies as necessary.Take minutes at fortnightly staff meetings.Organise the office layout and order and maintain stationery and supplies.Keep reception and studio area clean and tidy and organise any necessary repairs.Liaise with other staff members, clients, and suppliers.During administrative downtime, assist with cleaning of machines, vacuuming, and general tidying.Be actively involved in promoting Tiaki within the studio when communicating with prospective clients and take on a role of converting prospects into memberships.Provide cover where possible if other admin staff are away.Dealing with correspondence, complaints, and queries.Organising induction programmes for new staff.Liaise with cleaner.Skills required:Excellent customer service skills.Attention to detail and problem-solving skills.Great time management skills and ability to multi-task and prioritise work.Self-directed and motivated.Data management and organisational skills.Experience delegating and supervising office tasks to staff.Ability to communicate with people with various levels of medical knowledge in both written and verbal forms.Diagnostic and problem-solving skills.Computer software proficiency.Emotional intelligence.Location: Level 4/40 Taranaki Street, Te Aro, Wellington 6011Suggested hours:Monday 8 am - 2.30 pmTuesday 8 am - 2.30 pmWednesday 9 am - 5 pmThursday 8 am - 2.30 pmFriday 9 am - 5 pmFunctional Relationships:PhysiotherapistsPilates InstructorsOther administration staffReferrersDoctorsSales representativesPatients + Clients
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